One of the most profound societal changes brought about by the internet is that public records really became public.
Prior to the internet, public records such as marriage certificates, legal filings, property records, and government reports were technically available to the public, but the process for accessing them was highly bureaucratic, cumbersome, and time-consuming.
Now, public records are available in databases that can be searched online in various ways, although some search methods are more productive than others.
Searchable public records include:
- Personal and vital records (certificates for birth, death, marriage, etc.)
- Civil/criminal court records (some arrest records, police reports, court filings, etc.
- Property records (deeds, mortgages, building permits, transactions, ownership information, etc.)
- Business records (business registrations, ownership, professional licenses, etc.)
- Government records (contracts, budget information, agency operations, reports, etc.)
- Motor vehicle records (vehicle licensing, accidents, driving offenses, suspensions, etc.)
Jump to ↓
| The value of accessible public records |
| Intelligence, insight, agility |
| Enhance operations with public records insights |
| Navigating efficiently |
| Identifying the best tools |
The value of accessible public records
Some of the information available in public databases is protected by personal privacy laws or other forms of legal non-disclosure. In addition, access to other types of information may be restricted to law enforcement agencies, legal professionals, government officials, financial institutions, and other authorized organizations. For many public records, however, the only restriction is knowing where and how to find the information one is looking for.
For example, people can access data regarding business records, court filings, property records, and government operations through common search engines. Although some information remains difficult to locate despite being technically “public,” those with the tools and skills to find it can discover valuable information in public databases.
Intelligence, insight, agility
In the business world, companies can use public records to gain actionable intelligence and insights that might otherwise go unnoticed.
Companies can monitor government websites, industry associations, professional networks, and public message boards to identify emerging market trends, regulatory changes, supply-chain issues, and other intelligence matters that may impact their operations or industry. They can also conduct due diligence and verify the legitimacy of customers and vendors.
When used wisely, the information available in public databases can provide companies with a more comprehensive view of their competitive landscape. Corporations employ sophisticated data-mining tools and data analytics to compare their own data to public databases to create more accurate market forecasts, identify industry trends, and anticipate potential opportunities or disruptions.
Moreover, access to real-time or close to real-time public data sources can help improve a company’s responsiveness to market trends, customer needs, and competitive threats.
Enhance operations with public records insights
Regulatory compliance is another area where companies can save time and money by using public records.
For example, public databases maintained by government regulatory bodies contain rule changes, policy updates, and other information that can affect a company’s operations. Monitoring these databases can help ensure that a company’s compliance practices are up to date, minimizing the risk of penalties and fines.
Similarly, companies can use information from public databases on investigative reports, enforcement actions, industry standards, best practices, and other data to craft more effective policies and model more efficient operations.
Some professional entities—such as financial institutions, law firms, and law enforcement—are authorized to access certain kinds of sensitive information not available to the public. For these entities, public records can be especially useful.
For example, financial institutions use public data as part of their know-your-customer (KYC) protocols to conduct due diligence and verify the identities, legitimacy, and ownership of new business customers. They also utilize public records, including social media, to detect synthetic identities and other types of fraud.
Law firms use public records to gather information about individuals and organizations involved in their cases. Criminal histories, employment records, asset ownership, property records, business registrations, social media—all these sources and more provide crucial background context for attorneys, both to vet new clients and assist in case preparation.
Law enforcement personnel also use public databases to research information—criminal histories, judgments, liens, property records, addresses, and financial transactions—to locate and apprehend wrongdoers.
Navigating efficiently
People can access so much information through public records that they often find it ironically time-consuming and frustrating to locate the most relevant and useful information for their purposes. Despite the abundance of data, pinpointing what is needed remains challenging. Sifting through enormous databases where matters are categorized in different and unfamiliar ways means it is easy to miss important information.
Fortunately, a broad class of tools for searching public records has emerged to help solve this problem. Powered by artificial intelligence (AI) and machine learning, these tools (e.g., FOIA.gov, PACER, PublicData.com) are designed to make it easier for people to find information buried in public records. Some are free, some require a fee, and some are subscription services—but all deliver better search results for public data than popular search engines such as Google or Bing.
As a practical matter, however, any corporation, financial institution, or other business entity that relies on public records to inform its business practices and decision-making should consider investing in a search platform that delivers fast results.
Identifying the best tools
Many such organizations use Thomson Reuters CLEAR investigative software to conduct due diligence, manage risk, and search and monitor publicly available information for strategic intelligence. CLEAR’s sophisticated search capabilities and customizable alert functions offer authorized users results that are far more comprehensive and targeted than anything produced by a conventional search engine.
When choosing a search public records tool, it is important to select one designed to find the specific type of information you need. After all, a hammer is not the right tool for every job, but it is an excellent choice if you happen to be pounding nails.
Similarly, public records can be a valuable source of information for improving risk management, compliance, and decision-making. By pairing them with the appropriate tool, you can dramatically increase your chances of finding the information you are seeking.
To learn more about the strategic use of public records data, download the whitepaper, “Public records data: The key to improved security and better business intelligence.”
Disclaimer
Thomson Reuters is not a consumer reporting agency, and none of its services or the data contained therein constitute a ‘consumer report’ as such term is defined in the Federal Fair Credit Reporting Act (FCRA), 15 U.S.C. sec. 1681 et seq. The data provided to you may not be used as a factor in consumer debt collection decisioning, establishing a consumer’s eligibility for credit, insurance, employment, government benefits, or housing, or for any other purpose authorized under the FCRA. By accessing one of our services, you agree not to use the service or data for any purpose authorized under the FCRA or in relation to taking an adverse action relating to a consumer application.
