Handling RTI (Right to Information) requests workflow

Purpose

1.1. Automate the end-to-end workflow for handling RTI (Right to Information) requests received by Japanese prefecture government offices, from citizen intake to response archiving.
1.2. Automates validation, routing, tracking, response drafting, deadline management, escalation, applicant notification, and compliance documentation for RTI requests.
1.3. Ensures prefecture-wide compliance, transparency, and reduction in human errors using automated regulatory workflows.
1.4. Provides auditable, automatable, and fully automated reporting and performance metrics for government stakeholders.

Trigger Conditions

2.1. RTI requests are submitted via web forms, email, postal digitization, or phone entries.
2.2. RTI intake form submissions trigger the automator sequence immediately.
2.3. Receipt of incoming email to designated RTI mailbox automatedly triggers intake workflow.
2.4. Manual entries are logged into the system and initiate automation if assigned to compliance staff.
2.5. Escalations or deadline reminders automate follow-up and next-step actions.

Platform Variants

3.1. Microsoft Power Automate
• Feature/Setting: "Automated cloud flow" — Triggers on email/form submission; configure Power Automate for SharePoint RTI records and approval flows.

3.2. Google Apps Script
• Feature/Setting: Installable trigger "onFormSubmit" on Google Forms/Sheets to automate data intake and notification.

3.3. Zapier
• Feature/Setting: Zap with Gmail (New Email Trigger) + Google Sheets (Create Row) + Slack (Send Message) automation.

3.4. Salesforce Service Cloud
• Feature/Setting: Flow Builder to automate RTI case creation, assignment, and SLA enforcement.

3.5. Twilio
• Feature/Setting: Studio Flows API to automate SMS status updates to applicants when requests are received or processed.

3.6. SendGrid
• Feature/Setting: Event Webhook for triggered applicant emails confirming request receipt and final decision.

3.7. DocuSign
• Feature/Setting: REST API "Envelopes: create" automates digital signatures for official RTI response documents.

3.8. AWS Lambda
• Feature/Setting: S3 trigger to process scanned postal RTI forms uploaded and automate text extraction using Textract.

3.9. Workato
• Feature/Setting: Recipe automation for multi-app RTI workflow (trigger from intake form, route via email, update records).

3.10. ServiceNow
• Feature/Setting: Flow Designer workflows automate intake, task assignment, deadline tracking, and escalation rules.

3.11. Box
• Feature/Setting: Box Relay automates RTI response archiving and notifies compliance teams.

3.12. Kintone
• Feature/Setting: Workflow process automates RTI application flow, approval, and progress tracking.

3.13. Active Directory / Azure AD
• Feature/Setting: Conditional Access policies assign RTI workflow notifications based on staff attributes.

3.14. Slack
• Feature/Setting: Workflow Builder automates notification of each RTI request to a compliance channel.

3.15. Jira Service Management
• Feature/Setting: Automation rules for ticket creation, SLA reminders, and escalation for overdue RTI requests.

3.16. DocuWare
• Feature/Setting: Workflow Manager enables automation of task routing and e-archiving for RTI response documents.

3.17. IBM Cloud Functions
• Feature/Setting: HTTP trigger automates real-time RTI request processing and workflow orchestration.

3.18. Oracle Integration Cloud
• Feature/Setting: Integration flow orchestrates inbound RTI channels, routing, and response SLA automatedly.

3.19. Smartsheet
• Feature/Setting: Automated workflows send alerts, update records, and track request lifecycle conditions.

3.20. Freshservice
• Feature/Setting: Automation rules for RTI ticket creation, reminders, and sending automated updates to applicants.

3.21. MongoDB Realm
• Feature/Setting: Triggers on document insert automate backend RTI data processing and compliance reports.

3.22. UiPath
• Feature/Setting: Robotic Process Automation for digitizing, uploading, and routing physical RTI forms.

Benefits

4.1. The automation reduces manual intervention, lowers processing time, and ensures statutory compliance for every RTI request.
4.2. Automates applicant communication for transparency and satisfaction.
4.3. Centralizes tracking, audit trails, and analytics — all automatedly maintained for regulators.
4.4. Minimizes errors and missed deadlines by automating reminders and escalations.
4.5. Scales seamlessly to match surges in RTI volume with automated routing and handling.