Planning your request

Avoid fishing. Try to limit your request to what you really want. If you simply ask for “all file relating to” a particular subject, you may give the agency an excuse to delay its response, and you risk needlessly runnin gup search and copying costs. Do your homework.

Get specific. Cite relevant newspaper clips, articles, congressional reports, etc. If the records have already been released, let the agency know the date, release number and name of the original requester. If you are asking for a database, talk with the techies ahead of time to know exactly what data you are requesting and in what format. Tour the agency office and ask about what they are working on and specific documents they maintain.

Prioritize. Let the agency know if you’d like to recieve information in a particular order. Materials could be reviewed and released to you in chronological or geographical order – or you may simply not want to wait for all the records to be reviewed before any are released.

Know the law. Know the statutes and case law better than the officials and lawyers. I fyou know the law and you are entitled to the record, then remind yourself that you don’t have to prove you have a right to the record; they have to prove you can’t have it. Remembering that tends to give you more confidence and feel less apprehensive and more empowered.

Be polite but persistent. The people on the other side of the counter don’t come to work with horns and cloven hooves. They are people too, and they are more likely to get you what you want faster if you are nice about it, especially at the beginning.

Ask verbally. In most cases, first ask for the records verbally. If you are denied or blown off, then submit your request in writing.

Submit a request. If you anticipate balking, bluffing or being passed around or put off, simply submit a public records request letter, which starts the clock ticking and requires them to act and stop passing you around.

Information provided by Charles Davis and David Cuillier.