Ways agencies make their databases available

Direct access to the agency's computer: ie: Minnesota's dial-in account to Department of Motor Vehicle records.
- Advantages: The data is as current as the agency has available, you are searching the same database they use.
- Disadvantages: Sometimes the search interface is not designed for consumer use, but for agency use, and is not very user friendly. It is possible the agency can monitor what is being searched on the database. Sometimes the database is available only during regular office hours.
Gateway through a commercial database vendor:ie: The computer holding Florida's Secretary of State Corporations database is accessed through CompuServe.
- Advantages: Same as above, you are getting exactly what the agency has available.
- Disadvantages: Same as above, plus there is usually an additional charge for the time you are on the commercial database vendor.
Agency sells database to a vendor: This is the fastest growing area, public records resellers buy and repackage public records databases.
- Advantages: The searching and look of the database is more consumer oriented and usually easier to use. There is often a wide range of databases available (by type of record or geographic area) providing "one-stop shopping" for public records. Some services pull records together, giving you a dossier of the person you are looking for. Usually, there is virtually 24-hour, seven day a week access to the records.
- Disadvantages: Records are often not as current as direct access to the agency's database, be sure you know when the records are updated. All counties in a state database may not be represented, be sure you know the coverage of the data. You are paying a premium for the access and searchability of the data, it may be the more expensive access option.
Through a bulletin board service: Federal circuit courts and bankruptcy courts offer bbs dial-in service to appellate court decisions and docket information. There is a central registration number to call (800-676-6856). Click to the Directory of Electronic Access to U.S. Federal Courts for more information (http://www.uscourts.gov)
- Advantages: Fairly inexpensive ($.75 / minute), some districts are free. Does not require high-end computer to access.
- Disadvantages: Separate access to the different courts, no centralized call-in. Different courts have their bbs arranged differently.
On the internet: The University of Kentucky has put the state's Dept. of Health Statistics files on a gopher server which contains death records (1911-1992), marriage records (1973-1993), and divorces (1973-1993). Hopefully, this will start a trend in university / agency collaboration and use of Internet accessibility.
- Advantages: FREE! Quick and easy search template. Provides basic information (age, race, residence county, and date of event).
- Disadvantages: The search is by name only.
- * The "About these files" documents are excellent in that they caution about the quality of the records and give full instructions for use of this dataset.
Locator service subscribes to various vendors: Many service companies are springing up which subscribe to the various public records databases and offer comprehensive search and retrieval of records in both electronic and paper form.
- Advantages: You don't have to have subscriptions to a number of different services. They can access records in a number of forms through network of searchers in various cities.
- Disadvantages: Probably the most costly option since the search service passes along the cost of the search as well as a service charge. Usually, quick turnaround service costs extra, may be several days delay in getting some records.
- * for examples of public records search services click to National Locator and Data , DataQuest or Sherlock (this is by no means an endorsement of these particular services, they just provide an interesting inventory of the types of records available!)
Purchase tapes of the data and access on your own computer: ie: Waterbury, CT's city employees database has been purchased and stored on city reporters' laptop computers, allowing quick checks of names, addresses, salaries of employees.b
- Advantages: No cost for searching after the data has been purchased. The data can run on software that is designed for easy use.
- Disadvantages: For databases with frequent updates and changes, the purchased database is quickly outdated.

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How to use public record databases
Ways agencies make public record databases available
How to locate public record databases
Consumer records databases
Cautions on the use of public records database

Ways agencies make their databases available

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