Open records tip #3: Know who to contact
openrecordstips
In two previous posts, we focused on knowing the law as it pertains to open records and being specific in you request. Knowing who to contact is yet another obvious but helpful tip.
TIP #3 - KNOW WHO TO CONTACT
Sending your request to the correct person will help speed up the process. Sounds obvious, right? Well, it is.
When your request is addressed to the wrong person, one of two things is likely to happen. If you are fortunate, that person will forward the request on to the correct official. The other outcome is that your request is denied in which case you will need to start the entire request process over and address the correct person. Simply put, this is a pain.
Always do a little research before sending your request to find the proper custodian of the records you want. Usually going to an agency's website can yield this information. If that doesn't work and you don't mind showing your cards, you can always just call the agency, explain to them that you are going to be submitting a request for information, and ask them who the request should be addressed to.
Always err on addressing your request higher on the "food chain". Ultimately, the leader of an organization, agency, city, school district, etc... is responsible for the organization's compliance with open records laws. When in doubt, address your request to the mayor, superintendent, or department head.