How To Obtain Government Documents As A Freelance Writer

-- This post focuses on obtaining government records in the United States. For my readers outside of the states, I am unfamiliar with your public record laws, but would suggest that you contact a local school of journalism to find out what the laws are and how to find them. --

Even if you're not a journalist, at some point in your freelance career it's likely that you'll need to access government documents to complete a story. Whether you just need a few statistics, minutes of a meeting to verify someone's statement, or you're investigating wrong-doing, it's important to know how to obtain the documents you need.

Here's how:

First, understand that under the Freedom of Information Act (FOIA) most government documents are public record. Journalists don't have any special access to documents, they just know how to use the laws made for everyone to obtain those documents. Public records means just that, they are available to the public. Not every government document is a public record, but the law makes only specific exemptions. If you are denied a public record, note the reason for the denial, the person who made the denial and the date and time. Then contact your state attorney general's office for guidance. Remember that most court records are public record, and don't require a written request to be viewed. Court records are a great source of information that you might not be able to obtain anywhere else.

Second, fill out a written request form. Most government agencies require a written request. Some will supply their own forms, others will accept something as simple as, "I request (document requested) under the state and federal public record laws. Signed, (your name)." There is also a public record request letter generator available online at the Reporter's Committee for Freedom of the Press website. Click here to access it.

Third, be polite and patient. Try to ask for any public records as soon as you realize you might need them. Laws vary by state, but in general, government agencies are given anywhere from ten days to two weeks to respond to your request. Remember that the person you hand the form to is probably not the person who has control over granting your request. Many agencies have their legal counsel review all public information requests before fulfilling them, so it may take some time. Also, the staff responsible for researching your request is likely busy with many tasks, so try to remain patient and understanding. I can't stress enough how important it is to be polite. You will have much better luck obtaining the records you want if you build a positive relationship with the individuals responsible for handling your request. They may take the time to check just one more place, or fulfill your request before performing another task if they feel you are friendly and grateful for their help. Remember, even though you are dealing with a government agency, which can be frustrating, you are still dealing with people. Most of the time the people helping you have no control over the records request process and simply have to work within the guidelines, the same as you do.

Fourth, check your state's public record laws if you have any questions or run up against a brick wall. You can find them by either searching the internet, calling your state attorney general's office, or contacting a local chapter of the Society of Professional Journalists. Some states also have an office or person designated to assist citizens seeking public records, so check to see if such a position or office exists in your state.

Finally, be specific in your request. Determine exactly what you need before you ask for it. Do you really need a years' worth of records? Can you find what you want just by asking for a document from a specific month or day? Try to narrow your request down as much as you possibly can. This saves everyone time and money and reduces the chance that your request will be denied. Some courts have held that government agencies do not have to produce records for overly broad requests.

Good luck and have fun tracking down the information you need!