Find related records across your agency.

The contract is in Purchasing. The invoice is in Finance. You need both. One Record lets you search connected systems for records about the same vendor, incident or program. Your files stay put. You only see what you’re allowed to see.

Request a demo Explore a vendor example

For people who work with city records.

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

Example only. Your access in the source system limits what you can see and open.

Today

You need the contract, invoice and inspection report. They’re in three systems, and you’re still asking who has access.

With One Record

Search connected systems in one place. Find the records you can see, who owns them and what you can open.

Find the records behind a vendor contract.

Buying a fleet vehicle leaves records in Finance, Purchasing and Fleet Services. Here’s how you could follow them from the 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?”

Start with PO-2026-0142. Follow its links to the contract, delivery inspection, vendor emails and legal matter. You can link the same inspection to several subjects without copying the file.

These records and systems are examples. They aren’t connected to the demo. You only see what your access allows. Holds and retention rules still apply; your agency decides what to release or dispose of.

Find more than the camera footage.

A recording won’t tell you which policy applied that day or whether an officer completed training. You need the policy, training record and device assignment too.

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?”

Start with incident 26-0418. Check who was assigned device BWC-042, which policy applied and the related training record. Follow links to the purchase order, support ticket or lawsuit when you need them.

These records and systems are fictional and aren’t connected to the demo. Video stays in the evidence system; the example links record details and does not analyze video. Your source access still applies. Your agency decides what to preserve, redact, release or dispose of.

How you find and follow records

Group records by subject, follow their links and open files where they already live. Here’s what the parts do.

Follow a subject: A hub groups records about an incident, vendor or program. You can follow links between hubs. The same inspection report can appear under a vendor and a dispute without a second copy.
Add record types: A module describes a kind of record, such as a 911 call or policy, and how it links to hubs. You configure the records; we build the connectors.
Use one sign-in and search: Sign-in, search, roles and the audit log are shared across modules. Adding a record type doesn’t give you another portal to learn.
Keep files where they are: We index record details and extracted text so you can search them. When you open a file, we fetch it from the source. The search index doesn’t store the file itself.
Compliance Always on: You can track who owns a record, its handling rules, holds and retention dates. Those rules still apply when a module is turned off.

From your systems to one search

Here’s the path from a connected source to an open record. The demo currently supports file shares; other connectors are still to come.

Connect a source

A connector reads record details and searchable text from an approved source. Your original files stay there.
Group related records

Matching rules link records to an incident or subject. You can follow those links from a contract to an inspection report.
Search in one place

Search connected sources together. Your role, division and source permissions limit which records and details you see.
Open the source file

When you open a file, we fetch it from the source. If the source is unavailable, we tell you.

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.

We plan to connect One Public Record as a module later. That connection isn’t built yet.

Talk to us about your agency

Which records do you keep chasing, and where do they live? Tell us what you need to find. We’ll walk through the demo and discuss what a connection to your systems would take.

Email hello@onepublicrecord.com