Skip to main content

Submit IPRA Request – Internal User Guide

The Inspection of Public Records Act (IPRA) Module streamlines how internal users manage, review, and fulfill public records requests within the PRC Case Management System.

Before You Begin​

Important: Before processing IPRA requests, ensure you understand:

  • Deadlines: IPRA requires a response within 15 days, with possible 3-day or 15-day extensions
  • Your Role: Different roles have different permissions (see User Roles & Permissions below)
  • Document Responsiveness: You must determine if documents are responsive to the request
  • Payment Requirements: No records are released until payment is received and verified

If you're new to IPRA processing, start with IPRA Submitting Requests to understand the submission workflow.

It supports every stage of the internal process — from acknowledgment and legal review to assignment, document management, payment handling, fulfillment, and closure.

The module ensures that all actions taken by internal users are properly tracked, time-bound, and compliant with IPRA requirements through automated notifications, due date monitoring, and audit logging.

Authorized internal roles such as IPRA Legal Counsel, Records Supervisor, Legal Supervisor, and assigned Records Custodians are provided with clear tools to process requests efficiently and maintain accountability throughout the lifecycle.

IPRA Workflow Overview​

The following diagram illustrates the typical IPRA request lifecycle:

Key Functionalities​

  • Request Review & Disposition
    Review, approve, reject, or return requests for clarification.

  • Assignment & Tracking
    Assign requests to custodians or internal users, and monitor progress and deadlines.

  • Extension Requests
    Submit and manage 3-day or 15-day extension forms.

  • Escalations & Notifications
    Receive automated reminders, overdue flags, and escalation alerts for missed deadlines.

  • Document Handling
    Upload or link existing documents, mark responsiveness, redact or withhold records, and route documents for legal review.

  • Production & Fulfillment
    Perform partial or full productions, send documents digitally or by mail, and close requests upon completion.

  • Payment & Cost Management
    Generate cost estimates, request and record payments, and update payment details.

  • Notes & Tasks
    Add notes, assign tasks, and view activity history with notifications and audit trail.

  • Reporting & Dashboards
    View, filter, and export IPRA requests by date, assignee, or status for monitoring and compliance.

User Roles & Permissions​

UserFunctions / Permissions
IPRA Legal CounselReview and approve requests, assign custodians, change statuses, request clarifications or extensions, reject or close requests, upload and redact documents, generate cost estimates, manage and confirm payments, and submit partial/full productions.
Records SupervisorSubmit new IPRA requests, assign or reassign users, request extensions, upload and manage documents, approve or close requests, add notes, create tasks, and handle payments.
Legal SupervisorView and oversee all IPRA requests, reject or close requests, upload documents, add notes and tasks, and track progress.
Records Custodian / Internal AssigneeReceive assigned requests, upload responsive documents, mark reviews complete, add notes, and complete assigned tasks.
System (Automated)Sends notifications and emails (acknowledgment, assignment, payment, escalation), calculates due dates, updates statuses, and logs all actions in the audit trail.

By integrating the IPRA workflow into CaseX, the NMPRC ensures that all public records requests are processed with transparency, accountability, and consistency — reinforcing its commitment to open governance and public trust.

See Also​