Sample letters from The News & Observer
Following is an example of a request for electronic records. In North Carolina a public official can insist that a request for electronic records be made in writing. Since “programming” cost can get out of hand in a hurry, it’s a good idea to put your request in writing even if the government does not insist on it.

John Ray Davis
Executive Director
N.C. Phase II Tobacco Certification Entity Inc.
3125 Poplarwood Court, Aspen Building, Suite 112
Raleigh, NC

Dear Mr. Davis:

The News & Observer requests an electronic copy of N.C. Phase II Tobacco

Certification Entity Inc.'s check register from the date of its incorporation to present. We do not ask for records of payments to farmers or quota holders. We do ask for records of all other payments, whether they came out of the operating account, field services account, or some other account.

Please give us a copy of all documentation necessary to load and analyze this data, including a paper or electronic copy of the record layout[s] and field descriptions and electronic copies of the codes, including but not limited to your chart of accounts.

Please do not delete any records or fields.

We have acquired more than 500 data sets from state agencies and have learned to use data in almost any format, spreadsheet, multiple spreadsheets, database, or text file. I think you could send this data as an email attachment, although you may have to zip it first. If that won't work perhaps you could FTP the data to us. When you're ready, I can ask David Raynor, our newsroom database manager, to call your database manager and resolve any problems.

We do not think there should be any charge for copying this data to us but if you intend to charge a fee, please call me first so we can discuss it.

Thanks so much for your assistance.

Sincerely,

Pat Stith
Reporter
The News & Observer
P.O. Box 191
Raleigh, N.C. 27602
919 829-4537

When Davis refused to release these records, I appealed to Gov. Easley, who reversed Davis’ decision.

Gov. Mike Easley
Chairman
N.C. Phase II Tobacco Certification Entity Inc.
Raleigh, N.C.

Dear Gov. Easley:

The News & Observer requests an electronic copy of a portion of the check register of the N.C. Phase II Tobacco Certification Entity Inc., from the beginning of the entity to present. The N&O also requests a paper copy that database's record layout and field descriptions. And we request an electronic copy of the agency's chart of accounts.

The N&O asks to see records of all "overhead" payments -- the total cost of distributing Phase II money to tobacco quota holders and tobacco farmers -- about $3 million to $4 million a year. We do not ask to see records of payments to the quota holders and farmers. We already have acquired the check registers of the Golden L.E.A.F. Inc., the Health and Wellness Trust Fund, and the Tobacco Trust Fund.

We asked John Ray Davis, executive director of the entity, for a partial copy of entity check register but he refused the request. He said state law does not require release of those records. That may be so, governor. But the law certainly does not prohibit release. An entity created by the General Assembly, led by the governor of North Carolina, directed by a board of elected public officials and gubernatorial appointees, and whose every dollar grew out of a state lawsuit ought to operate in full public view.

May we have the check register?

Sincerely,

Pat Stith

This request was made to David Allsbrook, DOT’s deputy chief engineer:

David,
The News & Observer would like to examine and copy the following documents related directly or indirectly to improvements to N.C. 12 at Kitty Hawk: