Using Public Records and Archival Data

What are public records and archival data? Public records of a public entity that are available to the public by law. Archive a storehouse - literal and/or electronic - of print and other material that has been kept to preserve the history of the body or place they relate to. 2

Why use public records and archival data? They're relatively easy for most people to gain access to. They can give you information about the history or status of the community that it would be difficult to get elsewhere.  They often make comparisons of your community with others.

Why use public records and archival data? (cont.) They help you use your time efficiently. Their information may keep you from making important mistakes. They're part of an information package that will give you the most accurate and complete picture of the aspects of the community that you're concerned with. 4

Who should use public records and archival data, and when? Any group or individual involved in community assessment Community activists wanting to understand their issue better and support their arguments with accurate facts and figures. Community historians needing a picture not only of the "objective" history of the community, but also of the human history.  5

Who should use public records and archival data, and when? (cont.) Health and human service organizations needing information about the current state of the community, its past history with particular issues, and previous prevention efforts or solutions. Public officials and other policy makers engaged in community assessment or in trying to determine policy on a particular issue. 6

How do you use public records and archival data? Determine what type of information you need: history, demographic, health-related, economic, housing, land use and development, etc. Determine where to find the information: census data, federal, state, or local records, federal, state, or local archives, or the archives of media, libraries, museums, universities, and other institutions and organizations. 7

Use the information intelligently: Don't swamp yourself with information. Use community-level indicators to tell you more about the reality of the community's circumstances. Examine the social determinants of issues. Use comparisons with similar communities where you can to understand whether the issues in your community are exceptional. Think about the different ways you can find out what you want to know 8