Plan a public-records search around one factual question
For researchers planning a public-records inquiry.
How should I plan a records search when several agencies could hold the answer?
Turn the question into a record someone would have created. Identify which office had that job at the relevant time, check its published records, and write down the dates, identifiers and access limits before approaching a custodian.
Name the record and its likely custodian
A question such as “Was the project approved?” may point to a meeting agenda, signed minutes, a resolution, a permit or a revision. List the record that would most directly show the decision, who would have created it and where that office posts it. Write down the approving body’s name as it existed on the date in question.
Decide what would count as an answer. An agenda can show that a vote was planned. The approved minutes may show the action and a later entry may amend it. Keep locations, parcel or contract numbers and spelling variants beside the question to avoid joining two similarly named projects.
Choose the right request route
For a U.S. federal agency, FOIA.gov recommends checking published records first and describes written requests for existing records. Identify the component and describe what you seek. The federal FOIA process is distinct from a city’s or state’s records process. Use the relevant government’s own instructions.
Set a fee ceiling and ask for a quote before authorizing costs. Use authorized public channels. If a site requires credentials you lack or a custodian withholds material, log that boundary. Check the response for its stated reason and any review instructions.
Make an honest search note
Record the office, collection, date searched, exact terms, coverage period and results. Save the official source and any response identifier. If the search finds nothing, note which archives or date ranges remain unsearched. An empty keyword result establishes the outcome of that search alone.
Worked example
Illustrative example. A meeting agenda lists “Dock 4 repairs” under proposed business. Published minutes for that meeting say the item was deferred. A later resolution could still authorize the project. Record the deferral, then search subsequent minutes by both dock number and project identifier before reporting whether approval occurred.
Primary sources
Related work at Agentic Attorney
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