Concord reports faster public‑records turnaround, asks for $40,000 and data‑portal study

Town Archivist and Records Manager Nate Smith summarized the town's 2025 public‑records activity at the Select Board meeting on April 13, reporting both rising volume and improved response times.

"While requests are growing, we've reduced response time from 6.7 calendar days in 2023 to 3.3 days," Nate Smith said, describing how the Building Division's document digitization and link‑sharing have sped responses for routine inquiries.

Key data from the presentation:

- 121 requests were logged in 2025; requests for email records increased (32 in 2024 to 52 in 2025).
- Staff logged 407 hours responding to requests in 2025 (the report tracks staff time as potential chargeable hours).
- The town revised its fee estimate practice on Oct. 1, 2025, reducing the municipal standard of two hours of free review time to one hour for each request to encourage more focused requests.

Smith told the board the town is exploring two cost‑saving options: a public data portal to proactively publish commonly requested datasets (permitting, purchasing, salary and vote records) and records‑management platforms that include automated tools. The FY27 proposed budget includes $40,000 for additional records staff resources and the town will study portal costs and records‑management platforms.

The board welcomed the report and asked for regular briefings while staff develops cost estimates and a portal feasibility analysis. "The burden placed on staff by public‑records requests is substantial, but the town continues to meet its obligations," Smith said.

Provenance: presentation and Q&A (Nate Smith) at the Select Board meeting (SEG 961–SEG 1176).