Open records tip #5: Be organized, keep records
openrecordstips
The old adage "organization is the key to success" is true in a lot of ways. It certainly holds true when conducting open records requests.
TIP #5 - Be organized, keep records
Keeping detailed notes of communications can go a long way toward being effective in your use of open records requests. I tend to use Excel or a comparable program to track information related to requests however, you should use whatever you are most comfortable with. Regardless of what you use to track information, here is a list of items I like to keep track of...
Date sent - This one seems obvious but it is a good idea to take note of the date you sent the request.
Date of response - This becomes important only if an agency is chronically guilty of late responses. As discussed previously, by Kentucky law, agencies have three days from the time they receive the request to respond...which leads us to...
3 day response ? - I keep a column in my spreadsheet for a simple check mark to denote whether the agency responded in the legally required time frame. I do this as in the course of a couple of years I may send numerous requests to the same agency and I like to keep a history of their responsiveness.
Names - Keeping track of who you correspond with will help down the line if the request gets complicated. For instance, if the request is appealed, there is turnover in the agency you are working with, or if the request is sent around to a few desks before it gets answered, it is always preferable to be able to speak about those you have worked with by name.
Copy letters & emails - Keep copies (electronic or physical) of all correspondance. Never a bad idea to keep extra copies on hand in the event that the something happens to your computer, etc...
Keeping detailed records allows you to better communicate with the agency you are working with but also will help in the event that you need to appeal your request to the state's Attorney General. A log of communications will go a long way to prove that you conducted your end of the information request appropriately.