AI Tools for Clerks and Recorders to Modernize Records Access

Clerks and recorders are the guardians of public records, but residents often struggle to access them, and staff get bogged down with repetitive requests. Simplify records access with AI-powered self-service tools, helping residents find what they need instantly while freeing staff to focus on critical responsibilities.

See It In Action

Reduce Inbound Calls with Self-Service Record Requests

The requests never stop: Marriage licenses, meeting agendas, land records, and more. Instead of answering call after call, rely on Polimorphic to handle these common inquiries automatically. Residents get the information they need through AI chat and voice tools without picking up the phone, reducing call volume and office visits.

Make Public Records Easier to Search and Access

Public records are often buried in complex menus or hard-to-find documents. Polimorphic’s AI search and natural language queries make them instantly accessible. Residents can simply ask, “Where can I find last month’s council minutes?” or “How do I request a deed?” and get directed to the right record immediately.

Easy Updates, Without IT Bottlenecks

Updating FAQs, forms, or announcements shouldn’t require an IT ticket. With Polimorphic, staff can make updates directly in the platform, ensuring information stays accurate and accessible. This reduces delays, eliminates bottlenecks, and saves time for both staff and residents.

Built for Record Integrity and Public Trust

Transparency is at the heart of recordkeeping. Polimorphic reinforces this by logging all responses, protecting sensitive data, and ensuring information is delivered securely. Residents can feel confident that their government is safeguarding records while making them easier to access.

Serve Residents on Any Device, in Any Language

Whether residents are on a phone, laptop, or public kiosk, Polimorphic ensures they can get the records they need. With ADA-compliant design and multilingual support built in, all residents, regardless of language or ability, have equal access to public information.

“Polimorphic has significantly improved our turnaround times—processes that previously took up to 48 hours are now often completed within just a few hours. This not only saves valuable staff time but also benefits residents, who can now submit requests online 24/7 instead of driving to a government office. Residents have shared positive feedback, especially appreciating the ability to track their request status in real time, which has reduced follow-up calls and improved overall satisfaction.”

Emily Jones

Director of Operations, Tooele County, UT

AI Tools for Clerks and Recorders to Modernize Records Access

Reduce Inbound Calls with Self-Service Record Requests

Agencies Leading the Way

What should you look for in an AI solution?

Make Public Records Easier to Search and Access

Make Records Access Simple for Everyone

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