Small City To Make Data Accessible Online

The City of Jackson, MI  (population approximately 33,500) has teamed up with the University of Michigan and the Sunlight Foundation to establish an open data portal online similar to the one pioneered by the City of South Bend, IN last year. The Jackson Chamber of Commerce has joined in the effort.
  

The new system is expected to benefit residents and businesses alike by simplifying and speeding up information acquisition and reducing the cost of acquisition.  City government will achieve more efficient inter-departmental data sharing, as well.

Making vast amounts of information accessible online reduces substantially the costs to the city of responding to Freedom of Information Act (FOIA) requests.  (The city would continue to expend employee hours redacting partially exempt records, for which information seekers could be billed.)

Dr. Clifford Lampe of U-M's School of Information leads the university's contingent in the collaboration.  “He researches the social and technical structures of large scale technology mediated communication...” and “...has also been involved in the creation of multiple social media and online community projects...”

Last year, Lampe told Jackson Citizen Patriot reporter Will Forgrave that  “the three-year project will have graduate students develop mobile and social media apps designed to streamline communication between Jackson citizens and their leaders.”

As the software gets better and more widely applied year by year, the cost will come down, putting the technology within reach of even smaller communities.  Municipal budget planners should take a close look at this kind of cost-cutting innovation.

A Case of Extreme FOIA Abuses & the Solution

After receiving hundreds of requests for records under the Michigan Freedom of Information Act (FOIA) from a resident, Kim Orlich, city officials in Belding, MI, northeast of Grand Rapids, were exasperated.  Searches for records and hearing appeals in response to Orlich’s requests were consuming huge amounts of time, distracting staff and city council from other business, at no small expense to the community’s budget.

Belding officials discovered that a warrant had been issued for Orlich’s arrest in a civil debt case pending in St. Ignace, just the other side of the Mackinac Bridge.  Belding police volunteered to deliver Orlich free of charge, after authorities in St. Ignace declined to drive down to pick her up.

With Orlich in jail, Belding officials theorized, they could deny her most recent requests because the city had no duty under state law to meet the requests of an inmate.

The point of this post is not to insist that Orlich had every right to seek all the information she wished, nor to criticize Orlich for being a nuisance, nor accuse her of harassment.

The point of this post is not to charge the City of Belding with retaliation, nor to accuse it of abuse of process or violation of Orlich’s civil rights.

The point of this post is that technology is available today to post all non-exempt government records online in easily searchable archives the instant the records are created or acquired.  It’s called proactive disclosure or open data, and it’s being practiced all over the country, at the federal level and in state agencies and municipalities, large and small.  The information seeker simply goes to the government’s website and follows the prompts.  Unless a question of exemption comes up, the public can view and copy records for free without distracting any government employee from his or her work. 

Public officials, please explore these opportunities.  Government at all levels should make the information we all paid for available to us online, directly and easily accessible and without cost to either the information seeker or the government.

No More Excuses on FOIA Reform

I just read an editorial dated February 9, 2014 with the caption, "No more excuses on FOIA reform."  Here are a few excerpts:

"[A state legislator] said the bill will establish uniformity in charges to the public, including copying. There have been instances where citizens attempting to ferret out public information have been presented bills for thousands of dollars to make copies."

"Indeed, some governments require an FOIA request for the most mundane information - information that should be readily available to the public online. In those instances the FOIA is being used by pettifoggers to thwart the spirit of open government."

"As public officials, legislators should be committed to transparency in government."

"To that end, accountability starts with a strong Freedom of Information Act."

"One with teeth."

OK, so the editorial was in the Charleston, SC, Post and Courier.  You didn't really expect to see language like that in a Michigan newspaper, did you?

Reviewing Government Spending in Real-Time

Developing a website to make government records, especially financial records, transparent can be a monumental and expensive task.  That’s why I’m impressed by the pains taken by New York City to make its innovative Checkbook software available to all.

In January, 2013, an open source platform based on New York City’s Checkbook NYC 2.0 was introduced on YouTube by Comptroller John C. Liu.

The application is available now to any state or local government.  It enables the public to search easily from a dashboard and review government spending in real-time.  

Government contracts and underlying sub-contracts are absorbed and integrated into the website, so overspending can be observed as soon as it begins.

www.youtube.com/watch?v=sb98yCJPFSw

Karl Fogel of Open Tech Strategies, LLC wrote, “...the release of the Checkbook NYC code...is significant because of a larger initiative that accompanies it. Long before the code release, the Comptroller's Office started a serious planning process to ensure that the code could be easily adopted by other municipalities, supported by other vendors, and eventually become a long-term multi-stakeholder project...”

“Most cities run an internal financial management system (FMS) of some kind. The FMS manages the city's expenses, revenue, contracts, payroll, and budget, and naturally allows authorized access only. New York City's FMS just exports its non-sensitive data fields on a regular basis to Checkbook NYC—the export is filtered so that any sensitive data never even goes into the public-facing Checkbook system.”

New York’s Comptroller asked FMS vendors “...to contribute in-kind resources to Checkbook maintenance and development—especially to smooth the Checkbook deployment process. That way you'd lower the bar to Checkbook adoption for many cities at one stroke, and at the same time get multiple vendors involved in the code base.”

http://opensource.com/government/13/6/open-source-checkbook

Rebecca Williams of the Sunlight Foundation reported, “...in addition to the spending and expenditure information most similar platforms display, [NYC’s Checkbook] includes information about other essential financial datasets (including budgets, revenue, contracts, and payroll), as well.”

“...this might be the first instance of city officials proactively and premeditatively building civic applications with the intent of having other cities -- and cities with varied software vendors at that -- use and contribute to making that software better.”

http://sunlightfoundation.com/blog/2013/06/10/the-future-of-civic-software-reuse/

We should encourage adoption of Checkbook NYC 2.0 in state agencies, counties and municipalities throughout the country.

Coordinating FOIA and Open Government

The importance of coordinating the Freedom of Information Act (FOIA) and Open Government (OpGov) initiatives is reflected in a recent article from the Philippines.  Perhaps I was too quick in the preceding post to accept and approve the separation of OpGov from FOIA.

Excerpts:

“ ‘The primary goal of data.gov.ph is to foster a citizenry empowered to make informed decisions, and to promote efficiency and transparency in government,’ it says on its website.”

“[Gladys Regalado, deputy national coordinator of the Computer Professionals’ Union] added, ‘It is too early to tell if the open data web portal will enhance transparency, accountability and citizen engagement.’ “

“Regalado also stressed that, ‘open data initiatives should not be a substitute to a Freedom of Information Act,’ which she pointed out, ‘can mandate what kind of data will be 'open' to the public to ensure transparency.’ ”

" ‘With the current culture of corruption...where information is hidden purposely, it would be difficult to find data that can actually help in transparency and good governance. We should have an (sic) FOIA and more patriotic whistleblowers and not just a repository website,’ Regalado said.”   http://www.interaksyon.com/article/79278/only-foi-not-ph-data-portal-can-guarantee-transparency---computer-experts

Stateside, a recent op-ed piece put it succinctly:  “The state... and our biggest municipalities* should build on the state's FOIA law and adopt comprehensive open data policies. All public records, save those that would violate privacy laws or undermine security, should be proactively made available to the public for free on the Internet in a structured, sortable, downloadable format.”

http://www.arktimes.com/arkansas/the-open-data-revolution-is-coming/Content?oid=3187194

*As I pointed out in the preceding post, the mandate mentioned above should apply to small municipalities, as well.

       

The Gap Between FOIA and Open Government

In view of the widening gap between FOIA (disclosure on request), which is too much about politics and trying without much success to update legislation, and Open Government (proactive disclosure), which is mostly about technology, perhaps we should devote less time to the former and concern ourselves more with the latter.

Open Government technology is being implemented in progressive cities throughout the country without waiting for legislative FOIA upgrades.  The drive to grow and prosper, including competition for new businesses, will compel communities to improve transparency.

I wanted to learn about less expensive technology available to smaller communities, so I asked Rebecca Williams at the Sunlight Foundation for help.  She compiled the following list of suggestions:

• Just putting data up on the government website for download! [in open formats like csv please]
• Ideascale (and other social media outlets) for citizen engagement
• Hosting data on GitHub
• Hosting data via Google Fusion tables
• CKAN data portals are free and open source, but you have to pay for the server
• Civic Data provides a free portal option via Accela (this is new and I [Rebecca] haven't seen it used yet)

If you know a village, township or small city council person, supervisor, mayor or manager wrestling with transparency issues, please pass along this list and let me know what feedback you get.

Michigan's FOIA problems and the solution

Pending bills to amend FOIA in Michigan would do little more than apply a few flimsy patches to an antiquated, tattered statute long overdue for a major overhaul.

The Michigan statute mandating public access to government records is flawed because it requires that written requests be made to an agency official with the de facto power to deny, delay or overprice the record requested.

Support FOIA reform that provides greater transparency through application of the latest records search technology, enabling information seekers to obtain records directly, i.e. without the assistance (or obstruction) of a government gatekeeper.

Many public officials, especially at the local level, complain about the cost and inconvenience of responding to FOIA requests. What those officials overlook (or hope we will overlook) is that, upon making a relatively small investment in software, most public records can be made available without cost or inconvenience simply by posting all non-exempt records online in searchable archives the moment they are created or acquired.

I suspect that it's not cost and inconvenience that raises the ire of some public officials so much as the fear that open access to government records will reveal foolishness, incompetence, wastefulness and crime. Perhaps an air of superiority and a sense of entitlement on the part of some public "servants" add to their aggravation.

The City of South Bend, Indiana, assisted by the Sunlight Foundation, has established a gold standard in transparency. It has enabled free, easy and direct public access to a remarkable catalog of city records.

This could be a model for open government, both at the local level and in state agencies. Take a close look at this outstanding achievement. It's worth considering for application across Michigan and throughout the country.