Tracking Down Public Records

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Tracking Down Public Records

• SLA - June, 2003

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A Primer on Freedom of Information
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What are these FOIA laws?

• one federal
• 50 state laws
• if govt has a record, you can see it

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Why have them?

• informed citizensbetter democracy
• citizens and media can watchdog govt
• citizens can track how taxes are spent
• i.e. these are the citizens records!

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What can you get?

• Information?

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What can you get?

• Information?

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What can you get?

• Information?
• Records!
• -documents, photos, film, video, discs

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What can you get?

• Information?
• Records!
• documents, photos, film, video, discs
• always presume you have a right make them prove
  you dont

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Is nothing sacred?

• Yes, a few exemptions
• State laws
• personal medical info negotiations
• trade secrets crime info
  during invest.
• names of informants exam answers

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Federal law exemptions

• natl security
• internal agency personnel rules
• catch-all recs exempted by other laws
• trade secrets
• internal agency memoranda/policy
• personal privacy
• law enforcement investigations
• federally regulated banks
• oil and gas wells

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Federal law exemptions

• natl security
• internal agency personnel rules
• catch-all recs exempted by other laws
• trade secrets
• internal agency memoranda/policy
• personal privacy
• law enforcement investigations
• federally regulated banks
• oil and gas wells
• not mandatory!

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Who has access?

• citizens, not just media

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Records from whom?

• public bodies and govt agencies of executive
  branch
• fed FOIA doesnt cover Congress
• most state laws dont cover state legislature or
  judicial branches
• other laws may cover them, however

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How?

• Oral request

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How?

• Oral request
• Written request more common

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When can you get records?

• Fed 20 business days
• but..
• States most are 10 business days

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Common Problems

• officials dont know law
• staff overworked and behind
• stalling on newsworthy or
  embarrassing records

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Archive of all records auditsat Univ. of Missouri
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• Practical Tips and Strategies

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1. Take a positive approach

• Presume you can get the record!
• make them prove what law says you cant!
• Maintain a can-do attitude

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2. Do your homework on the law

• Have a copy of the law
• Learn previous rulings/practices on specific
  records
• Tapping Officials Secrets

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2. Do your homework on the law

• Have a copy of the law
• Learn the law on specific records
• Tapping Officials Secrets

• Get the state guidebook
• Check for other state resources
• www.nfoic.org

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2. Know the law

• Review law and exemptions
• Learn the law on specific records
• states Tapping Officials Secrets

• Get resources
• Check for other state resources
• www.nfoic.org
• Compare state laws
• www.citizenaccess.org

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RE Security and Safety Plans/Procedures
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RE Security and Safety Plans/Procedures
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Federal E-FOIA (1996)

• multi-track processing (some agencies)
• simple complex expedited
• requires new databases be designed for easy
  retrieval
• requires on-line info
• index description of major information
  systems
• description of the record locator systems
• frequently requested records

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• 1. Keep positive approach
• 2. Do your homework on the law

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3. Write a simple letter

• Right agency (ies) Right person
• state records access officer or a manager
• fed agency contact person

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3. Tips on letter writing

• Right agency (ies) Right person
• records access officer or a manager
• The more specific, the faster (usually)
• any and all documents related to
• send a copy of the form needed
• Expect to pay minimal copying costs
• Fed ask for a fee waiver
• see sample letter in packet

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• Letter generators
• states Student Press Law Center
• http//www.splc.org
• federal Reporters Committee for Freedom of the
  Press
• http//www.rcfp.org

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4. Be persistent

• Call for the status
• Find out whos handling it
• If turned down demand a reason
• Negotiate
• A look, rather than a copy
• A summary first
• Okay deletions of unnecessary info
• Appeal

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5. Try other routes

• An inside source
• Another department at same level
• An agency at a higher level
• Govt library
• On-line sources

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• Bonus state ombudsperson if youre working in
• Connecticut Hawaii
• Indiana Minnesota
• New Jersey New York
• Virginia

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6. Other techniques media can use

• Alert managers to denials
• News and Observer Dayton Daily News
• Nudge the editorial writers to write it up
• Enlist media to tell the public the problem
• column, PSA, cartoon, news series
• add notation in news story that info gained
  through FOI law
• Network with other media
• Monitor legislation re e-access
• Bob-bug-em idea
• Sue

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Susan Long, TRAC

• Delay is their ally. Try not to reward them for
  it!

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Top Resources

• Citizen Access Brechner Center,U. of Fla
• http//www.citizenaccess.org
• Dept. of Justice
• http//www.usdoj.gov/04foia/
• FOI Center, Univ of Missouri
• http//foi.missouri.edu/
• National FOI Coalition
• http//www.nfoic.org
• Reporters Committee for Freedom of the Press
• http//www.rcfp.org
• Society of Professional Journalists
• http//www.spj.org/foia.asp
• Student Press Law Center
• http//www.splc.org

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Hot Issues in States

• Medical records (HIPAA)
• Anti-terrorism legislation
• Limits on info re security, emergencies,
  infrastructure since 9/11
• Tendency toward privacy versus openness
• Outsourcing records to private vendors

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TV News Directors Since 9/11 which best
characterizes news gathering related to govt and
security issues?

• RTNDF Survey by Prof. Bob Papper,
  Indiana Univ.
• 262 NDs Jan-Feb, 2003

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GOOD NEWS

• More states putting records online
• from GSA report, May 03 on e-government
• reduced cost and enhanced revenue
• aids economic development
• reduces redundancy
• fosters democratic principles

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Hippo
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Hippo HIPAA
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When fed agency should deny

• Reno if foreseeable harm
• Ashcroft for any sound legal
  basis