12.3 Document research and public records requests

Public records laws grant access to government documents, but navigating the process can be tricky. Journalists must craft specific requests, negotiate with officials, and appeal denials to obtain information crucial for investigative reporting.

Once documents are obtained, organizing and analyzing them is key. Creating inventories, using document management software, and applying data analysis techniques help journalists extract meaningful insights from complex document sets.

Navigating Public Records Laws and Procedures

Public records laws and procedures

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• Freedom of Information Act (FOIA) and state-level public records laws grant public access to government records with exemptions for sensitive information (national security, personal privacy)
• Submitting public records requests involves identifying the appropriate agency or department, crafting clear and specific requests, and following up and appealing denials
• Negotiating with public officials requires building relationships with records custodians, explaining the public interest in the requested documents, and offering to narrow the scope of the request

Organizing and Analyzing Document Sets

Document organization strategies

• Creating a document inventory by assigning unique identifiers to each document and recording basic metadata (date, source, subject matter)
• Establishing a filing system that groups documents by theme, chronology, or other relevant criteria using consistent naming conventions and folder structures
• Employing document management software with optical character recognition (OCR) for searchable text, tagging and annotating documents, and collaboration tools for team-based projects

Key information in complex documents

• Conducting keyword searches by identifying relevant terms and phrases and using Boolean operators (AND, OR, NOT) to refine results
• Applying data analysis techniques such as extracting and cleaning data from documents, identifying trends, outliers, and correlations, and visualizing data through charts, graphs, and timelines
• Synthesizing information across multiple sources by corroborating facts and claims, identifying inconsistencies and gaps in the record, and developing a narrative or argument based on the evidence

Incorporating Documentary Evidence into Reports

Documentary evidence in reports

• Quoting and summarizing key documents by selecting relevant excerpts, providing context and analysis, and properly attributing sources
• Creating document-based graphics that embed images of original documents, highlight key passages or data points, and design informative captions and annotations
• Structuring reports around documentary findings by using documents to drive the narrative, integrating documentary evidence throughout the report, and emphasizing the role of public records in the investigation