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AI consulting · Austin, TX

AI consulting for Austin agencies, campuses and tech companies.

Records series kept on the state’s schedules, transcripts and aid notices read, contracts turned into data: AI that helps answer a public information request on time.

Book a free consultationStart with state and local government

Remote from Lakeland, Florida. The first conversation is free.

Ten business days under the Texas Public Information ActA ruler of ten business days. Day 1: the request comes in. Day 3: search every office. Day 6: gather and review. Day 10: produce the records, or certify in writing when they will be produced.12345678910Request inSearch every officeGather and reviewProduce, or certify a date
A Austin records office’s ten business days: find it fast, or put a date in writing.

01 · State and local government in Austin

Every responsive record, found before the deadline.

What goes wrong todayAn open records request asks for every document about a contract over five years. The files are in a shared drive, three email accounts and a box in off-site storage, and the response deadline is counted in business days.

Who handles it: Records management officers, Open records coordinators, Clerks and permit staff, Agency accounts payable.

  • Open records

    Requests, responsive documents, correspondence with the requester and the response log

  • Records management

    Retention schedules, records series, destruction logs and transfer records

  • Licensing and permits

    Applications, permits, inspection reports and certificates

  • Finance

    Vendor invoices, purchase orders, contracts and W-9s

Where Ademero fits

  • CapturePoint 6. Scans back files with automatic splitting and file naming, as searchable PDF or PDF/A, on a PC in the records office.
  • Content Central. Runs in the cloud or on your own servers. Full-text search finds responsive records across departments, and a retention schedule per records series clears documents on schedule, with any file kept indefinitely when a hold applies.

Rules this paperwork lives under

Records retention schedules
Public bodies keep each records series for the period in an approved schedule, then dispose of it and log the disposal. Retention periods per document type, with a destruction schedule and a list of what is due, follow that model.

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Texas public bodies

Ten business days, then a date in writing.

Under the Texas Public Information Act, a governmental body that cannot produce public information within 10 business days must certify in writing when it will. Retention schedules from the Texas State Library and Archives Commission decide what still exists to be produced. Both turn on finding records quickly across departments.

We describe what the software does. Whether a Austin business complies is for it and its counsel to decide.

The paperwork it creates

  • The request
  • Responsive records from every department
  • Correspondence with the requester
  • The retention schedule and disposal log

What a team does about it

  1. 1Make every records series searchable by its words, not only its folder.
  2. 2Attach a retention period to each records series from the approved schedule.
  3. 3Hold any file that a pending request or lawsuit touches.
  4. 4Log what was produced, and what was disposed of and when.

02 · Higher education in Austin

Transcripts as data, not PDFs to retype.

A transfer applicant’s transcript arrives as a scanned PDF. Someone keys the courses into the evaluation by hand, and the student waits for an answer while orientation fills up.

Student RecordsExample document types and fields
Document typeFields it reads
Official Academic TranscriptStudent Name, Student ID, Program of Study, Cumulative GPA, Issuing Institution
Application for Undergraduate AdmissionApplication Number, Student ID, Term of Entry, Applicant Type
Transfer Credit EvaluationEvaluation Number, Student ID, Source Institution, Receiving Program
Financial Aid Award NoticeAward Year, Student ID, Notice Number, Total Estimated Cost of Attendance
Certificate of ImmunizationStudent ID, Date of Birth, Recorded Status
Affidavit of DomicileStudent ID, Classification Term, Classification Requested
Official Score ReportExam, Test Date, Composite Score, Score Recipient

Where Ademero fits

  • CapturePoint 6. Reads transcripts, applications and aid notices on an office PC and files each under the student ID, in folders, SharePoint or OneDrive for a school account, or Content Central.
  • Content Central. Keeps the student file with row-level access, so each office or advisor sees only their own students, and a retention schedule per document type.

Rules

FERPA
Education records are disclosed only with written consent or under an exception, and students can inspect their records within 45 days of asking. FERPA does not set retention; your state and institution do. Permissions and an audit trail show who opened which record.

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Texas rules

What Texas law asks of your documents.

The state rules that most often touch Austin paperwork in the industries above, in plain words. We describe what the software does; whether you comply is for you and your counsel, and laws change, so confirm the current text.

Texas Data Privacy and Security Act

Texas Business and Commerce Code, Chapter 541 (in effect since July 1, 2024)

Applies to
Businesses that do business in Texas or serve Texans and process personal data, unless they are small businesses as the U.S. Small Business Administration defines them. There is no revenue threshold.
What it asks
People can ask to see, correct, delete or get a copy of their personal data, and you answer within 45 days. Sensitive data needs consent, and some processing needs a data protection assessment.
What the software does
Full-text search finds every document that names a person, and permissions and retention schedules control who sees it and when it is deleted.

Identity Theft Enforcement and Protection Act

Texas Business and Commerce Code, Chapter 521

Applies to
Any business that collects or keeps sensitive personal information about Texans.
What it asks
Reasonable procedures to protect sensitive personal information, destruction of customer records you will not keep, and notice to affected people after a breach, plus the Attorney General when 250 or more Texans are affected.
What the software does
Permissions by document type and field, multi-factor sign-in, an audit trail, and retention schedules with a destruction schedule.

Texas Public Information Act

Texas Government Code, Chapter 552

Applies to
Governmental bodies: state agencies, cities, counties, school districts and other public entities.
What it asks
Public information is produced promptly. If it cannot be produced within 10 business days, the body certifies in writing when it will be. Records are kept under retention schedules from the Texas State Library and Archives Commission.
What the software does
Full-text search across departments finds responsive records, and a retention schedule per records series clears documents on time, with any file held when a request or lawsuit is pending.

Austin, Texas

The capital’s paperwork answers to the public.

Austin is the Texas state capital, so state agencies and their records officers are here, along with the flagship campus of the University of Texas System and a fast-growing tech sector. Agencies and public universities are governmental bodies under the Texas Public Information Act, and they keep records on schedules from the Texas State Library and Archives Commission.

  1. 01State and local governmentRecords management officers, Open records coordinators, Clerks and permit staff
  2. 02Higher educationRegistrars, Admissions processors, Financial aid officers
  3. 03Technology companiesFinance operations, People operations, Legal and contract managers

03 · Technology companies in Austin

Contracts and onboarding forms your systems can read.

A vendor contract renews on its own because the notice date lived only in a signed PDF in someone’s inbox. Nobody had read the term clause since the day it was signed.

  • CapturePoint 6. Reads agreements, offers and onboarding forms, and exports each PDF with its values to SharePoint, OneDrive, Google Drive, Dropbox, Nucleus One or folders.
  • Paige. For engineers: send documents in, get structured data back by webhook or SFTP, after Paige learns your documents from a few samples.
  • Cortexa. Our private AI platform, on servers you own: a private AI chat for your team, an AI API for your engineers, and custom AI tools our team builds around how you work.

Form I-9 retention, in short

Employers keep each Form I-9 for three years after the date of hire or one year after employment ends, whichever is later, and produce it for inspection on request. Filed with the hire date, each form can be kept for exactly its period.

Legal and HRExample document types and fields
Document typeFields it reads
Master Services AgreementCompany Name, Provider Name, Governing Law State
Mutual Non-Disclosure AgreementParty One Name, Party Two Name
Job OfferEmployer, Candidate, Position, Offered Compensation
Employment Eligibility VerificationEmployer Name, First Day of Employment, Document List

And 2 more document types.

How we work

How we work with teams in Austin.

We have no office in Austin. Ademero works remotely from Lakeland, Florida, and every meeting, pilot and training session runs online, Monday to Friday, 7 AM to 7 PM Central time.

Our hours in Austin timeIn Austin local time: Ademero, 7 AM to 7 PM; A typical office day, 8 AM to 5 PM.6 AM10 AM2 PM6 PMAdemero7 AM to 7 PMA typical office day8 AM to 5 PM
In Austin time (Central). We work Monday to Friday, 8 AM to 8 PM Eastern.

What an engagement produces

  1. 01

    An assessment, in writing

    A map of your document streams: what arrives, from where, roughly how many, who touches each one and where its data has to land. Ranked by where AI pays off first, with the product that fits each and anything that touches Texas rules called out.

  2. 02

    A pilot on your documents

    We set CapturePoint 6 up from a folder of your own state and local government documents, or show Content Central with them filed the way you work. You see which fields it reads, what it sends to review and why, and where the files land.

  3. 03

    A scope and a quote

    What the rollout covers, which systems we connect, how your team is trained and how support works after go-live, priced for your project.

The first conversation is free. Prices come in the quote, for your scope.

Questions

What Austin teams ask us.

Can Content Central follow our state retention schedule?

Yes, in the way schedules work: each records series becomes a document type with its own retention period and destruction schedule, a list shows what is due, and any file can be kept indefinitely while a request or lawsuit is pending.

Does the Public Information Act apply to a public university?

Yes. Texas public universities are governmental bodies under the act. If records cannot be produced within 10 business days, the university certifies in writing when they will be, which is easier when every office’s records are searchable in one place.

Can the AI read residency and admissions documents?

CapturePoint 6 reads admissions applications, affidavits of domicile, transcripts, immunization certificates and aid notices, with a job set up from a folder of your own samples.

Bring one state and local government document stream. We will show you what AI does with it.

Tell us where the paperwork piles up. The first conversation is free, and you leave it knowing whether AI is worth a pilot.

Book a free consultation(863) 937-0272