Watchdog Reporting:

Navigating the Paper Trail

Investigative Reporters and Editors
2013 Salt Lake City Watchdog Workshop
Brent Walth
Managing Editor for News
Willamette Week
Portland, Oregon
bwalth@wweek.com

Navigating the Paper Trail

THERE'S ALWAYS A RECORD. You can't know all of the public records that might be
available to you. So at every turn, tell yourself, There's always a record. Then ask,
What might it be? Why would the record be created? Who might have it?

LEARN HOW THINGS WORK. When you understand how agencies work, you can learn what
kind of a paper trail gets created. Ask about what kind of documents get generated,
what certain forms are called, and how these records are stored.

THE RIPPLE EFFECT. One document begets another: A letter gets answered and then copied
to others; a final report had early drafts; e-mails proliferate. Often records are sent to
other agencies, so follow the trail there.

SEE THE DOCUMENTS DECISION MAKERS SEE. Don't settle for summaries and press releases. If
you're covering a council hearing, ask to see the documents in front of the people
casting votes. If you're covering spending, get the budget itself.

SEE WHAT OTHER PEOPLE WANT TO SEE. Federal agencies (and some state agencies) keep a FOIA
log that lists other people's FOIA requests and their outcomes. Check it regularly.

THINK ABOUT RECORDS AS PUZZLE PIECES. Rarely does a single document prove to be a "smoking
gun." You need many documents before the picture emerges.

NEVER LEAVE EMPTY-HANDED. Look for opportunities to coax records from sources informally.
It can often save time and create less friction, leaving it easier to get more records the
next time you ask. During interviews, ask your subject to back up assertions with
documents. If someone mentioned a report or a letter, ask to see it. The more you
weave requests for records into your interviews, the more natural it will seem, and
sources will grow accustomed to your requests.

FOIA EARLY, FOIA OFTEN. Put your requests in writing. Make them as specific as possible.
Call ahead to find out who should get it and to let them know its coming. Call back to
make sure theyve got it, ask when you can expect a response, and then periodically to
nudge them along. Be firm. Agency officials may try to bluff you or discourage you or
try to bargain with you. Listen to them, take what they offer, but do not give in over
what you really want.

SECRECY IS RELATIVE. If you run into a roadblock, think about what other agency or person
might have the record you want
"DO YOU HAVE THIS ON A COMPUTER?" Computer files, databases and spreadsheets can be valuable.
And when asking for documents, always include e-mails as part of your request.

Examples of records you might want to check out

The law, rules and regulations governing an agency.
Rule-making process.
Audits.
U.S. Government Accountability Office
Inspectors General.
Annual reports.
Legislative oversight hearings, reports and investigations.
The courthouse. (Complaints, motions, exhibits, etc.)
Administrative hearings and appeals.
Advocacy group files.
Agency press releases and clippings files.
Resumes and official biographies.
County recordings. (Property transfers, liens, loans, etc.)
Legislative histories/committee hearings and minutes.
Telephone records and desk calendars.
Public officials financial disclosure reports.
Archives.
Uniform Commercial Code (UCC) filings.
Charitable trust filings.
Campaign contributions and expenditures reports.
Agency telephone directories (ask for old ones to see whos left recently.)
Payroll records.
Agency and union newsletters.
Permits and license files; penalties and fines.
Advisory boards.
Industry newsletters.
Property tax records.
Tax appeals boards.
Corporation and business licenses.
Securities and Exchange Commission (public company disclosure reports)
Agency budgets and financial statements.
Expenses accounts and perks.
Travel accounts.
Credit card records.
Expense sheets and receipts.
Contracts, leases and purchasing.
Zoning and land-use decisions.
Thanks to the many journalists whose advice contributed to this handout, including
James Long, Kim Christensen, Eric Nalder, Bryan Denson and Nigel Jaquiss.