How to Make a Public Records Request: A Guide from Freedom to Read Project

At the Freedom to Read Project, we believe in transparency and accountability in decision-making processes, especially when it comes to book bans and censorship in schools and libraries. One of the most powerful tools we have to uncover the truth is public records requests.

Public records laws, including the Freedom of Information Act (FOIA) and state-level open records laws, give citizens the right to access government documents. These records can reveal crucial information about who is pushing for book bans, how decisions are made, and whether policies are being followed fairly.

This guide will walk you through how to make a public records request effectively, ensuring that you get the information you need without unnecessary delays or excessive costs.

Step 1: Understand What You Can Request

Public records requests allow you to access a wide variety of documents, including:

• Memos, reports, and guidance documents – These can show how officials interpret policies related to book bans.
• Meeting minutes and summaries – If a school board or library committee discussed book bans, these records may reveal what was said and who supported removal.
• Policies and procedures – Understanding existing policies can help advocate for clearer guidelines and accountability.
• Emails, text messages, and calendar entries – Communications between officials may reveal outside influences or political pressure.
• Phone logs – These can help identify key players influencing decisions behind the scenes.

Knowing what you can request helps you craft a targeted and effective records request.

Step 2: Identify the Right Government Body

Each public records request should be directed to the agency that controls the documents you seek. Depending on your state or district, that could be:

• School Boards – If the request concerns book bans or curriculum changes in public schools.
• Library Boards – If books have been removed from public libraries.
• State Departments of Education – If state-level policies are influencing book bans.
• Local Government Officials – If city or county officials have been involved in censorship efforts.

Most agencies list their public records request procedures on their website. If you’re unsure where to start, look for a “Public Records” or “Contact Us” section.

Step 3: Craft a Clear and Specific Request

A well-crafted request increases your chances of getting the documents you need quickly and affordably. Use the following best practices:

• Be Specific About the Documents – Instead of requesting “all records related to book bans,” specify:
  • “All emails between [School Board Member Name] and [Library Director] mentioning ‘book challenges’ or ‘banned books’ from January 1, 2023, to March 31, 2023.”
• Limit the Date Range – Narrowing your request to a specific time frame reduces the volume of documents and lowers potential fees.
• Identify Key People or Departments – Directing your request to a few key officials (e.g., school board members, library directors, superintendents) improves efficiency and cuts costs.
• Use Keywords Wisely – If you suspect officials use specific terms like “parental rights” instead of “book bans,” include those terms in your request.
• Ask About Workload Policies – Some agencies charge for requests based on the amount of work required. Breaking a large request into smaller, priority-based requests can help minimize costs and speed up responses.

Step 4: Submit the Request

Once your request is ready:

• Email or Mail It – Most agencies accept FOIA requests via email, online portals, or mail.
• Use Their Form If Available – Some agencies require a specific form, while others accept requests in letter format.
• Keep a Copy – Always save a copy of your request and any confirmation emails for reference.
• Follow Up – If you don’t receive a response within the legally required timeframe, send a polite follow-up email.

Step 5: Review the Response and Take Action

When you receive the documents:

• Look for Key Details – Identify patterns, policy violations, or pressure campaigns driving book bans.
• Challenge Redactions – Agencies may redact (black out) portions of documents. If you suspect excessive redactions, you can appeal.
• Share the Findings – If you uncover critical information, inform the community, local media, or advocacy groups to raise awareness and push for policy changes.

What to Do If Your Request Is Denied

If your request is denied:

• Request an Explanation – Agencies must provide a legal reason for denial.
• File an Appeal – Many states have appeal processes if you believe your request was unfairly denied.
• Seek Legal Assistance – Organizations similar to the Freedom to Read Project and open government groups can help you navigate challenges.

Take Action: Use Public Records to Defend the Right to Read

Public records requests are a powerful tool in the fight against censorship. They can expose behind-the-scenes efforts to ban books, uncover biased decision-making, and ensure government transparency.

At the Freedom to Read Project, we encourage parents, educators, and advocates to use every tool available to protect access to diverse literature.