Be Prepared Before Filing a Data Request
First, find out if the data exists. Look online or phone the government entity and ask for data schemas, dictionaries and repositories (specifically discussing with a records officer which “limited use” data sets may be available). If you plan to file a request with a particular state, familiarize yourself with the state’s data reporting requirements. Ask a public affairs officer for the data before filing a formal request. Explain to the records officers that you don’t want to waste their time or yours.
Track down the internal data wizard. Try to speak with data custodians, or the people responsible for maintaining the databases, instead of, or in addition to, a public affairs or records officer. They know the data best and can help you tailor your request.Always request an itemized cost estimate. Government agencies sometimes calculate exorbitant cost estimates for fulfilling your request. Make sure you seek an itemized estimate to see if they are over-charging you.