The retention schedule
Whether each record series is kept for its scheduled period, and whether every destruction was approved.
[ Government and public records ]
Public records, answerable.
Agencies keep records for the public on schedules set in advance, and answer requests for them on deadlines. Tabellix keeps each record on its schedule, tracks every request and release, and lets anyone verify the copy they were given.
01 What gets asked
What auditors and requesters ask.
A records audit asks whether the schedule was followed. A requester asks what was withheld, and why.
01
02
Releases and requesters
For a request or a requester: which records went out, which versions, and when.
03
Reasons for withholding
The reason for each redaction, who proposed it and who approved it.
04
An authentic copy
Whether the copy a requester or a court holds matches the record the agency keeps.
05
Confidential files
Every view and download of a restricted record, including emergency access and its justification.
06
Litigation holds
Which records are under a hold, and proof that none of them was destroyed while it applied.
02 How Tabellix answers
From the schedule to the release.
01
Schedules per record series
Retention is set per record type, including permanent retention. The longest period that applies wins, the system proposes what is due, and records officers approve each disposition.
02
Every release accounted for
For any requester or record: every version released, through which disclosure, with digests.
03
Redaction by two people
A redaction is proposed, approved by a second person with a fresh sign-in, and released as an image-only PDF with its reason codes. Your exemption codes are configuration.
04
Copies anyone can verify
A release is a sealed, signed bundle. The requester, a court or an auditor can verify it offline against signed, timestamped checkpoints, with no access to agency systems.
05
Hidden, and logged
Users who may not see a record cannot tell that it exists. Views and downloads are logged before content is served, at the level the deployment sets, and break-glass access is time-limited, justified and always reviewed.
06
Holds stop the clock
A legal hold blocks disposition and destruction whatever the schedule says, and narrowing a hold needs approval.
03 Typical records
An agency's records, by series.
| Record | Kind | What it holds |
|---|---|---|
| Ordinance 2026-14 | document | Drafts, adoption signed with its meaning, a scheduled effective date, and permanent retention. |
| Meeting minutes | document | Approved by signature, released on schedule, kept permanently, searchable by text. |
| Records request RR-2026-0418 | case record | The request, the responsive records as members, the proposed and approved redactions, and the sealed release. |
| Building inspection result | event record | Address, inspector, result and time, locked at capture; a correction is an amendment with a reason. |
| Contract file | case record | Bids, the award decision and amendments in order; retention counted from the end of the contract. |
05 FAQ
Common questions.
01Can agents help answer records requests?
An agent can search for responsive records and draft the response under the staff member's own permissions. In every agent preset, only people create holds, propose dispositions and release disclosures.
02Can the agency run Tabellix on its own infrastructure?
Yes. It runs on Kubernetes in any cloud or on premises, and is designed for air-gapped networks. The license is verified offline, and the software never calls home.
03Does it work in more than one language?
Yes. Types, fields, lifecycle states, roles and audit event descriptions carry labels in each language the deployment uses.
04How does a public records vendor build on Tabellix?
Your portal and case screens stay yours. Tabellix is the record layer underneath, with retention, holds, redaction, disclosures and the audit trail through one contract over gRPC, REST or MCP, under your brand. Each agency gets its own database, keys, storage and audit trail.
[ Contact ]
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