Public needs better access to public records

New online database available to special interests and few others

I spend many hours at various county clerks’ offices and court facilities researching public records. I have witnessed on a daily basis some of the struggles associated with accessing our own public data. As New Mexico moves forward in digitizing records and building databases to house such information, now, more than ever, the public needs to be involved in how, when and at what expense it can efficiently access and maintain what is classified as public record.

On Feb. 20 the New Mexico Supreme Court passed order No. 17-8500-001. The order limits “… online access to court records to attorneys, their staff, governmental justice partners, and the press through the Judiciary’s new Secured Odyssey Public Access (SOPA) website.”

Currently, the public does not have access to this system. And yet, it is taxpayer money that is paying for it.

The Administrative Office of the Courts has stated that the public will eventually have the access to and convenience of the system, but when that will happen is unclear.

AOC has stated the reason the public is being kept out of SOPA is because of the sensitive information found in some of the court records, to include “personal identifiers” classified as Social Security numbers and dates of birth.

Government offices claim they are taking the necessary steps to ensure all such information is redacted but until then the public will continue to have limited access to information.

This puts the public at a disadvantage to those specialty groups who currently do have the access without the need to wait on the redactions.

Having access isn’t enough, however; the data needs to be meaningful, searchable and on demand. Otherwise, it’s like having access to the Internet without a search engine.

Storing public records in searchable .pdf files for one would be a big improvement, as would providing the ability to run a variety of queries for personal and independent research.

As taxpayer money is being spent on the development and management of these databases, public input should be a part of that process.

Independent advisory boards need to be formed, made up of business owners, researchers, students and any other interested public member to help ensure that the end product is a useful and costeffective one.

Imagine having access to a copy of a marriage license, online, 24-7, or the ability to view a deed or a redacted court record online without having to visit the county clerk or court facilities to do so. It’s our data, and the public should be guiding the government as to how we want it managed. As a former intelligence analyst, I am very well aware of the need of protecting sensitive information as well as the dangers associated with holding on to it too tightly. The longer it takes, and the more difficult the process, to access public records just ends up costing us all in the long run.

We all have busy lives, but as citizens we have our part in democracy. Without public involvement, the quality and level of access to public records is being determined for us rather than by us. Contact your state representative for guidance and to provide your own input. Ask your neighborhood associations to help keep you informed on the matter. Write to the local newspapers and other media outlets with your comments and concerns. Share your own experiences and ideas on the topic, because public opinion should still matter.