What happens to our data if we leave?
A city should be able to export transaction history in an open format such as CSV. GovtPortal clerk reports can be filtered and exported, printed, or emailed. A departure clause — format, fee, and timeline — belongs in the contract, not only in a sales call.
What you should be able to leave with
A city should be able to export payment activity without a special project. At a minimum that means a report the clerk can download: date, amount, payment type, account or citation reference, receipt identifier, and status, including voids and refunds. Card numbers do not belong in that file. If GovtPermits or parks registration holds applications and enrollments, those records need their own export, because a payment file is not a permit archive.
What to put in the contract
- File format. CSV is the usual request because finance can open it. Ask whether a second format is available for the system of record.
- Whether the export is self-serve or a ticket to support.
- How far back the self-serve export goes, and how older years are requested.
- How long exports remain available after the city gives notice.
- That convenience-fee amounts are distinguishable from the city’s principal.
- A test export during implementation, not on the last day of the contract.
What this does not include
Export is not a promise that a competing permitting system will import the file untouched. Mapping fields is the next vendor’s work, or yours. GovtPortal’s obligation should be a documented file and a sample, produced while the contract is still in force. Put the sample in the procurement file.