---
title: "The Deputy Clerk Has 4,300 Emails and Five Business Days. Agent Teams Splits the Records Request Three Ways."
description: "A 6,100-page open-records request takes 23 days serially. Splitting the first pass across parallel agents cuts it to 6, with every redaction signed by a clerk."
canonical: https://callsphere.ai/blog/the-deputy-clerk-has-4-300-emails-and-five-business-days-agent-teams-s
category: "Business & Strategy"
tags: ["municipal government", "city clerk", "public records requests", "agent teams", "redaction", "open records law"]
author: "CallSphere Team"
published: 2026-07-13T18:17:23.000Z
updated: 2026-07-13T18:17:23.000Z
---

# The Deputy Clerk Has 4,300 Emails and Five Business Days. Agent Teams Splits the Records Request Three Ways.

> A 6,100-page open-records request takes 23 days serially. Splitting the first pass across parallel agents cuts it to 6, with every redaction signed by a clerk.

## You tried this in 2024 and the city attorney shut it down

Somebody in your clerk's office pasted a batch of emails into a chatbot to speed up a records request, it invented an exemption citation that does not exist in your state statute, and the attorney sent an email with the subject line "we are not doing this." Fair. That is what happened in a lot of city halls, and the ban that followed was the right call at the time.

What is different in 2026 is not that the machine got more honest about exemptions. It is that the work stopped being serial. Agent Teams, released as a research preview alongside Claude Opus 4.6, lets several agents split one large job and work on their parts at the same time, then merge what they found into one place. For a clerk's office, that changes the shape of exactly one thing — the pile — and the pile is the whole problem.

The redaction decisions still belong to a human. This article is about getting the human to the decision faster, not about removing her.

## What a 4,300-email request does to a clerk's office

The request arrives through NextRequest or GovQA or the general clerk inbox, and it is broad on purpose: all emails between the City Manager, the Public Works Director and a named contractor, over eighteen months, plus attachments. IT exports it out of Microsoft 365. It comes back as 4,300 messages and roughly 6,100 pages once attachments are counted.

Your statute gives you a handful of business days to respond, plus an extension you have to justify in writing, and the requester is either a newspaper or a plaintiff's attorney, which means the extension letter itself will be read closely. Meanwhile the Deputy Clerk who has to do this also has the council packet due Thursday, the meeting Tuesday night, minutes from the last one, two marriage licenses and the notary book.

So the pile gets three hours a day, not eight. She opens each message, reads it, decides whether anything on the page is exempt — attorney-client communication, a personnel matter, a home address, medical information, a security or infrastructure detail — and if so which statutory subsection to cite, then marks it. One at a time, in order, for weeks. **The bottleneck was never the judgment; it was that 6,100 pages could only be looked at by one person, one page at a time.**

## What Agent Teams changed about the pile

Before this year, handing a large pile to an assistant meant handing it over in chunks and waiting for each chunk, which is the same serial problem with a different worker. Agent Teams splits the job across several agents that run at once and then combines the results, and Claude Opus 4.6 can hold an entire long email thread at one time — the attachment and the three replies underneath it — instead of working from fragments.

In practice that means the first pass on 6,100 pages does not take nine working days. It takes an afternoon, and what comes back is not a redacted set of documents. It is a review queue: every page with a proposed call, the reason, and a pointer to the exact line that triggered it. Duplicates and quoted-reply chains are collapsed so the same paragraph is not decided eleven times, which in a long email thread is where a surprising share of the hours go.

The Deputy Clerk's job changes from finding things to confirming decisions. Those are different speeds. Reading 6,100 pages cold is slow. Confirming or overriding a call that has already been flagged with a reason, on a page where the relevant line is highlighted, is several times faster — and it is auditable, which the attorney will care about more than the speed.

```mermaid
flowchart TD
  A["Records request lands in the clerk's inbox"] --> B["IT exports by custodian and date range"]
  B --> C1["Agent 1: City Manager mailbox"]
  B --> C2["Agent 2: Public Works mailbox"]
  B --> C3["Agent 3: Attachments and plan sets"]
  C1 --> M["Merged review queue with proposed exemption cites"]
  C2 --> M
  C3 --> M
  M --> R["Deputy clerk approves or overrides every redaction"]
  R --> S["City attorney reviews only the privilege log"]
```

## Tuesday morning, three agents and one deputy clerk

Here is the sequence. Monday afternoon, IT drops the export into a folder the clerk controls, split by custodian. The Deputy Clerk writes the instructions once, in her own words: these are the exemptions we cite in this state, here is the language our attorney uses for attorney-client, flag anything with a home address or a date of birth, flag anything that looks like a personnel evaluation, flag anything discussing the water system's access controls, do not redact anything, just propose and cite.

Tuesday at 8:30 she starts three agents on three custodians. She goes to the counter. By 1:00 she has a queue with roughly 6,100 pages triaged: most marked releasable in full, a few hundred flagged with a proposed citation and one highlighted line each, and a separate list of items the agents could not decide.

She spends Tuesday afternoon and the next few mornings working the flagged set. Each one is a yes or a no with a reason she can see. The undecided list goes to the City Attorney as a privilege log — not four bankers boxes, a list. The response letter goes out inside the statutory window, with a citation next to every withholding, which is the part your state's law almost certainly requires and the part that is most often done thinly when everyone is out of time.

## The calendar arithmetic

Assumptions stated, figures illustrative. 6,100 pages. Deputy Clerk available three hours a day on this. Cold first-pass review at 90 pages an hour. Confirmation review of a pre-flagged queue at 340 pages an hour. City Attorney at $285 an hour.

| Measure | One clerk, one page at a time | Three agents, then the clerk |
| --- | --- | --- |
| Clerk hours on review | 68 hours | 18 hours |
| Business days at 3 hrs/day | 23 days | 6 days |
| Pages sent to the attorney | Roughly 900 | 190 on the privilege log |
| Attorney time | 14 hours | 4 hours |
| Attorney cost | $3,990 | $1,140 |
| Response inside the statutory window | Extension letter required | Yes |

The $2,850 of outside counsel is real money in a small city. The 23 days becoming 6 is the line that matters more, because the extension letter is what turns a routine request into a story, and because the same Deputy Clerk still has to produce the council packet on Thursday either way. This is throughput on a pile, not a smarter clerk.

## The redactions nobody should let it make alone

Every withholding is a legal position your city takes and may have to defend. A human signs each one. If your process ever lets a page go out redacted without a person having looked at that redaction, you have built the thing the attorney was right to ban in 2024.

Over-redaction is the risk people underestimate. A machine that flags aggressively feels safe and is not: a court that finds you withheld what you should have released can order in-camera review and, in many states, award the requester's fees. Instruct for proposals, not for caution, and make "release in full" the default the clerk has to be talked out of.

Two more limits. First, the attorney-client line is genuinely hard — an email that copies the city attorney is not automatically privileged, and that distinction is a lawyer's call, every time. Second, check with your attorney about the export itself: where the files sit, who can reach them, and what your retention schedule says about the working copy. The answer is usually fine, but it is a conversation you want to have before the first request, not during one.

## The other serial piles this reaches

Once the clerk's office proves it on a records request, the same pattern applies to every pile in city hall that is slow only because it is one-at-a-time. The auditors' prepared-by-client list in the fall, where somebody pulls supporting documents for hundreds of sampled transactions. The annual business license renewal batch in January. Reconciling grant invoices to project worksheets before a reporting deadline. Codification cleanup after a year of ordinance amendments. Comparing 300 pages of a draft comprehensive plan against the existing zoning text for conflicts.

Start with the one that has a statutory clock on it, because that is where the calendar is the constraint and where the improvement is easiest to show the council.

## Frequently asked questions

### Will the response hold up if the requester challenges it?

That depends on the same things it always did: whether every withholding cites the right subsection, whether your privilege log is specific, and whether a human made each call. Nothing here changes the standard. What it changes is that you are not making those calls at 11 p.m. on day four with 2,000 pages left.

### Can we charge the requester for this time?

Ask your attorney, because it varies sharply by state — some allow charging for staff review time above a free tier, some allow copying costs only, and some explicitly forbid charging for redaction. Note the direction of travel either way: if your state lets you charge for review hours, faster review means a smaller invoice to the requester, which is a fine thing to be able to say publicly.

### Do we need IT to set this up?

You need IT for the export, which they already do. The instructions the clerk writes are written in plain English by the person who knows the exemptions, and that is the correct arrangement — the person who owns the legal judgment should own the instructions, not the person who owns the mail system.

### What is the smallest way to try it?

Take the next request under 400 pages and run it both ways. Have the Deputy Clerk do her normal review, and separately have the agents produce a proposed queue, then compare. You will learn where it is over-cautious and where it misses, and you will have something concrete to show the attorney instead of a vendor's promise.

Clerk's offices rarely have a volume problem in only one place. If the phone is the other one — records request status calls, meeting dates, how to get a copy of a birth certificate, what time the counter closes — [CallSphere](https://callsphere.ai) builds AI voice and chat agents that answer those lines and website chat, capture the caller's details, and book appointments, so the Deputy Clerk can stay on the pile that has a deadline attached to it.

---

Source: https://callsphere.ai/blog/the-deputy-clerk-has-4-300-emails-and-five-business-days-agent-teams-s