REQUESTING RECORDS

November 2020

The use and accessibility of public records is a vital resource to reporting and journalism. Without access to official records that hold companies, politicians, departments, etc. accountable reporters would lose their creditability and would be unable to fulfill their duty to the public. Reporters are meant to be activists for clear and accessible information for the public, that allow them to make informed and responsible judgments and decisions. Public records are the backbone of that duty.
To create a public records request there are a few things you must consider. If you are already aware of what individual or what department will have access to the records you are requesting, then petition them directly. If you are not aware, then petition to the highest position of the company or department and have them direct your request to the proper personal. Also, make sure you know what records you need. It is not required by law for companies or departments to compile the information you require; they are only obligated to provide the records that they have. But most importantly, be professional. Many times, the records you want access to are the very ones they do not want the public knowing about. Because of this, they will be as difficult as they can be to hinder your process. It is in your best interest to do your research of both the records you need, the company or department you are dealing with, and your states public record laws. This way you will have an upper hand when problems arise.
There are some strategies you can use to help deter your request subject from creating unnecessary hassle. If you are unaware of the specific jargon used in their system for various positions or records, then use multiple terms to describe the same form. The thesaurus is a great resource to help with this. By encompassing all versions of the same thing, it leaves less place for the company to claim that the record “doesn’t exist”. Along with requesting records, there may come a processing fee. Some companies may exploit this fee to discourage people from requesting records. If a company requires an outrages fee for the records, ask for an itemized receipt of the process. They are only legally allowed to charge you the minimum wage of an employee able to process the records you are requesting, anything more is contestable in court. And most importantly, give them multiple professional modes of communication in which to contact you. There is no point in requesting a document that will never make its way to you.