Marcy Phelps shares intel about how to tackle investigations that require online public records research.
As professional investigators, we do many things, including surveillance, locates, criminal defense work, due diligence, and much, much more. We work online and in the field, and we all have our areas of specialization. No matter what we do, though, to some extent, we all rely on public records.
We rely on them for information about people, places, and companies. We look at court records, property records, UCC filings, judgments, and liens. They’re a tool, a starting point, and sometimes an ending point.
With online access to these records, we can search anytime, anywhere. It sounds so simple. Except it’s not. Public records searching is one of the most challenging types of research, even for the experts, and online access sometimes makes it more difficult.
Not every jurisdiction posts their records. While one may allow for name searches for property records, another might not. Court records often lack personal identifying information, so it’s impossible to know if they involve your subject. Some state systems include counties, while others do not. Sometimes you need historical information or the online record is not the most up-to-date.
Searching online public records takes time and a lot of patience. It also takes some preparation. Investing time before you start your search translates into better results in less time and reduces your chances of missing something important. What you know now will make a difference later on.
So what do you need to know before you start searching online public records?
Know your purpose.
Why do you need this information? Your answer will guide you through the research process.
Is this a first pass or a deep dive? Will your findings wind up in court? These questions will help you decide on the best sources, what to look for, when to stop searching, and the best format for your findings.
Know your budget.
You’ll likely need some fee-based sources, because not everything is free, and you’ll likely have a deadline. Make sure the budget and time frame match your purpose.
If you’re casting a wide net or if your results are needed for litigation, you can’t cut corners. Obtaining certified copies takes time and money.
Know your sources.
You have two options for finding online public records. One is to go directly to the source, perhaps the County Clerk’s or Secretary of State’s website. The second option is to use a database that includes records from multiple sources.
If you don’t know where someone owns property, runs a business, or has an arrest record, this is a great starting point, but make sure you verify at the source.
Know what’s missing.
What’s considered a public record in your jurisdiction? What’s been redacted or blocked? Make sure you know the limitations of all your sources, too.
Does the database just include the index, or can you download full documents? Every source has its own limitations, so look for links to FAQs, help files, and customer support.
Know some identifiers.
Without an address, full name, partial SSN, or other Personal Identifiable Information (PID), you have no way of knowing if the records you find belong to your subject. Unfortunately, we don’t always have these details, and lots of records don’t include identifiers.
If that’s the case, make sure you pull a variety of records for comparison, or dig into the full text for clues and don’t just scan the index.
Know your Plan B.
Not everything is online, and, depending on what you learn, you may need to revise your search or go offline. If you don’t have the time or expertise, or if you’re searching in a faraway jurisdiction, contact someone through the Public Record Retriever Network (PRRN) or the National Council of Investigation & Security Services (NCISS). These are the experts, and they’re always willing to help.
Being in the know — before you start searching — will help you get better results in less time. Invest in some preparation and learn what you need to know.
Want to dig deeper into this topic? Check out Marcy’s brand-new course, Searching Online Records Like a Pro, at PI Education.
About the author:
Marcy Phelps is a former librarian turned private investigator, Certified Fraud Examiner, and research expert, specializing in fraud prevention, professional research, and research training services that help clients find and use strategic business information. She founded Marcy Phelps & Associates (formerly Phelps Research) in 2000 after obtaining a master’s degree in library and information services from the University of Denver.