6 Tips on Using Public Records

Public records are an immensely important part of society that far too few people are familiar with. While many journalists are aware of public records and their general accessibility, few everyday people are totally aware of how to go about using public records or gaining access to slightly restricted information that's not entirely sealed away. Luckily, a number of helpful strategies exist to help you get the most out of public records.

1. Know your agency

If you're trying to gain access to public records from a specific agency, it's important that you know what you're doing ahead of time so that you don't end up requesting the wrong information from the wrong source. Knowing which agency you need to petition, what their purview is, and which documents or data they may have is an essential part of using public records wisely and successfully.

Finding a legal statute or regulation that requires a certain record to be kept publicly in the first place is a great place to start. With that statute in hand, you can address the agency in question and assure them that they have the information you need pursuant to whichever law you have on your side.

2. Make use of search engines

It's the 21^st century, so don't be afraid to harness digital technology to achieve your goals. Many people ruminate "are public information services legit" without even trying them, and it's important to know that these search engines can save you valuable time and effort in your quest for restricted data.

3. Be ready for delays

The next thing you need to be aware of is the fact that many clerks won't be eager to help you out. Usually, this is because they're overworked and have many things to attend to, but in some cases it's simply because they may legitimately not know what you're looking for or how to go about accessing it. As this research note points out, many missing records are the victims of history; war, economic turmoil, or even something as simply as a fire may delay the process of finding your records. You thus need to be prepared for delays, as it may take months to find certain tidbits of information from ages past.

4. Know how to file a FOIA

Few things are as important to American journalists as the Freedom of Information Act, which ensures that you can "FOIA" information from government officials and demand that they provide you with certain datasets. Filing a FOIA is much easier said than done, however, especially since relatively elementary mistakes can set the entire process back. Learn what makes a good FOIA before trying to file one yourself, or you'll end up making a small slipup that delays the entire process by months.

5. Know how to appeal

Sometimes, you'll be denied access to records, but that's not the end of the story. Knowing how to appeal when you've been denied is an essential element of being a good journalist, as some clerks will turn you away for lackluster reasons that don't hold up to mild scrutiny. Knowing the importance of "always appeal" is what separates an amateur public records surveyor from an expert one.

6. Don't stop at a records request

Finally, don't be foolish enough to think that submitting a public records request is the end of the story. Pursue the information by whatever means necessary, even if it means hitting the ground and interviewing people face-to-face. If you rely exclusively on public records, you may miss out on an important story that's waiting to be discovered elsewhere. Soon, you'll discover that perseverance elsewhere coupled with diligence in your records requests will produce ample results in no time.