One Record

Every record about a subject, on one page.

One Record finds every record tied to an incident, a vendor or a program across your agency's existing systems. Nothing is migrated, and each person sees only what their source systems already allow.

Request a demo Explore a vendor example

Built for city and municipal agencies.

Fictional vendor example

Civic Fleet Supply

Type
Fleet vehicles & maintenance
Owner
Purchasing
  • Vehicle replacement RFPContentPurchasing portal
  • Approved fleet budgetContentFinance system
  • Purchase order PO-2026-0142ContentFinance system
  • Driver training attendanceMetadataLearning system
  • Contract performance auditContentAuditor's document library
Illustrative view. Source permissions determine what appears and what opens.

Today

Ask five departments for everything about a subject, then wait five days.

With One Record

Search once. See what exists, who owns it, and what you can open.

One vendor. The whole relationship.

A fleet vehicle supplier touches far more than Purchasing. Follow the records from the first budget request to an audit or lawsuit.

Also explore police body-worn cameras.

Plan & fundFleet Services · Finance · City Council
  • Needs assessment: aging vehicles, service needs and replacement schedule.
  • Budget records: funding request, approved allocation and budget amendments.
  • Procurement policies: purchasing thresholds, competitive selection and conflicts of interest.
  • Directives: fleet standards, accessibility requirements and vehicle replacement instructions.
  • Council records: staff report, agenda notice and funding resolution.
Solicit & selectPurchasing · Evaluation panel · City Clerk
  • Request for proposals (RFP): vehicle specifications, service requirements and evaluation criteria.
  • Bid documents: solicitation notice, bidder questions, answers and addenda.
  • Vendor submissions: proposals, price schedules, qualifications and certifications from each bidder.
  • Evaluation records: panel scores, conflict disclosures and award recommendation.
  • Award notices: intent to award, bidder notifications, protests and responses.
Contract & purchasePurchasing · Finance · Fleet Services
  • Contract C-2026-018: signed agreement, service levels, warranty and amendments.
  • Vendor onboarding: insurance certificates, tax forms and supplier registration.
  • Purchase orders: requisition, PO-2026-0142, line items and change orders.
  • Delivery records: vehicle acceptance, inspection checklist and warranty registration.
  • Payment records: invoices, receiving reports, payment approvals and expenditure ledger.
Train, operate & reportFleet Services · Training · Risk Management
  • Training records: vendor materials, operator certifications, attendance and refresher schedules.
  • Operating policies: vehicle use, driver safety and maintenance procedures.
  • Service records: work orders, maintenance logs, warranty claims and recall notices.
  • Compliance reporting: required safety inspections, emissions reports and contract deliverables.
  • Performance records: service reviews, incident reports and corrective action notices.
Audit, resolve & retainAuditor · Legal · Records Management
  • Audits: procurement review, contract performance findings and management responses.
  • Disputes: delivery complaints, breach notices, vendor correspondence and claim files.
  • Lawsuits: complaint, pleadings, discovery correspondence and settlement records.
  • Preservation records: litigation hold notices, custodian acknowledgments and release instructions.
  • Closeout records: final payment, contract evaluation, retention schedule and disposition review.

“Which records connect this purchase order to the delivery dispute?”

Follow PO-2026-0142 to its contract, delivery inspection, vendor correspondence and related legal matter. The same inspection can sit in the vendor, procurement and dispute hubs without copying the document.

Illustrative records and systems, not a live integration. Each person sees only the records and details their access allows. Holds and retention remain enforced; legal review and disposition decisions stay with the agency.

One camera. A much bigger record.

A police body-worn camera connects a vendor contract to training, policy, evidence and oversight. The recording is only part of the story.

Compare with the municipal fleet example.

Authorize & fundPolice leadership · Finance · City Council
  • Program proposal: operational needs, pilot assessment and deployment plan.
  • Budget records: camera purchase, storage subscriptions, replacement costs and funding approvals.
  • Grant files: application, award terms, matching funds and expenditure reports.
  • Policy planning: draft recording rules, privacy review and community feedback.
  • Public meeting records: agenda notices, staff reports, presentations and authorizing resolution.
Solicit & selectPurchasing · Police technology · Information security
  • Request for proposals (RFP): camera specifications, storage needs, export formats and support expectations.
  • Bid documents: solicitation notice, bidder questions, answers and addenda.
  • Vendor proposals: device options, subscription pricing, implementation plans and service commitments.
  • Evaluation records: field trials, scoring sheets, security reviews and reference checks.
  • Award records: selection recommendation, award notice, bid protests and responses.
Purchase, train & deployPurchasing · Training · Police operations
  • Contract BWC-2026-012: agreement, data ownership terms, storage pricing, service levels and amendments.
  • Purchase orders: PO-BWC-2026-0086, equipment invoices, license renewals and payment approvals.
  • Device records: serial numbers, acceptance checks, device BWC-042 assignment and replacement history.
  • Training records: lesson plans, attendance, proficiency checks and refresher acknowledgments.
  • Policies & directives: approved activation rules, upload procedures, supervisor review and rollout instructions.
Record & manage evidencePatrol · Evidence unit · Police technology
  • Incident links: incident 26-0418, dispatch event, officer report and associated recording identifiers.
  • Recording metadata: capture time, assigned device, upload status and evidence classification.
  • Evidence handling: source-platform access logs, chain-of-custody entries and authorized export history.
  • Device support: failed uploads, repair tickets, firmware changes and vendor outage notices.
  • Review records: supervisor checks, missing-recording explanations and corrective training referrals.
Report, audit & preserveProfessional Standards · Auditor · Legal · Records unit
  • Compliance reports: activation reviews, upload exceptions, grant reporting and contract performance.
  • Audits & complaints: evidence-access reviews, policy findings, complaint files and management responses.
  • Requests & disclosure: public-records request references, subpoenas, discovery correspondence and agency release decisions.
  • Lawsuits & holds: civil complaint, related incident records, preservation notices and custodian acknowledgments.
  • Data retention policy records: policy versions, approvals, staff acknowledgments, recording retention schedules, hold exceptions and disposition reviews.

“What connects this incident's camera to the policy and training in effect that day?”

Follow incident 26-0418 to device BWC-042, its assignment, the applicable policy version and training record. Continue to the purchase order, vendor support ticket or related lawsuit through the linked hubs.

Fictional records and systems, not a live integration. Video stays in the evidence platform; this example illustrates linked metadata, not video analysis. Source permissions govern access. Preservation, redaction, release and disposition decisions stay with the agency.

Built on five ideas

A small shared core, extended by modules, instead of one system that has to know every record type up front.

Hub
The subject a set of records is about: an event like Fire Incident 24-0391, or a vendor, or a drone program. Hubs link to each other, so one record can belong to more than one story.
Module
Adds one kind of record, such as 911 calls, after-action reports or policies. A new record type is configuration, not new code.
Shell
What every module shares: sign-in, departments, roles, the audit log, search and hub pages. Secured once, used everywhere.
Hybrid index
Search covers metadata and extracted text. The document itself opens live from your source system, so no second copy of sensitive content sits in the index.
Compliance Always on
Ownership, handling markers, litigation holds and retention dates are part of the core. No one can switch them off by turning a module off.

From your systems to one search

Your systems stay where they are. A connector indexes what's there and fetches the rest when someone opens it.

  1. Connect your systems

    A connector reads record details from the systems you already run. Nothing moves, and there's no new system of record.

  2. Records join hubs

    Matching records attach to the right incident or subject, building links staff can follow.

  3. Staff search once

    Each person's role decides what they see, down to the single record, not just the system.

  4. Content opens live

    Opening a record fetches it from the source system, so it's never a stale copy.

Where this fits with public records

One Record is a separate product from One Public Record, which manages public-records requests. Both come from the same team.

One Public Record will become a One Record module in a later phase. Nothing about it changes today.

Talk to us about your agency

Tell us which systems you run and what finding everything about a subject costs your staff today. We'll show you a hub built from data like yours.

Email hello@onepublicrecord.com