Microfiche and Microfilm

Most current information is kept on microfiche [cards] or on microfilm [reels]. When you ask for a block and lot the clerk might give you a microfiche card. Fortunately, fiche readers are easy to use. Find a vacant one. This can be tough early in the day as the title company employees are starting their assignments. Turn on the machine and slip the fiche into the glass tray. Maneuver the tray so that one of the documents appear. Focus and look for the document you need. The process is similar with microfilm, except that your review will be for a certain page in the microfilm reel. Microfilm systems are usually by date or by page. The microfilm readers load like a movie projector. Most are mechanized so that the film will advance at a touch of a button. Some older models require you to turn a crank. Either way just advance to the page in the reel where the document you want is located. Review, take notes, etc. In addition to the microfiche and microfilm readers there will be a few readers/printers. If you want a copy of the document use these machines. There might be a wait. You could save time by going directly to the reader/printer, especially if the office is not too busy. The copy quality from these printers is usually not great. There are focus and contrast problems. Sometimes you have to make several copies of the same document, adjusting the controls to get a clear copy. Usually the cost is 25cents per copy with no guarantee of legibility. Bring lots of quarters, these machines do not make change.

Quarters and Quarters

Copying machines abound in clerk's offices. The cost can vary from 5cents to 25cents. Getting change for the machines is another story. The few dollar bill changers available are frequently broken. The cashiers at the clerk's offices may have a policy limiting or even denying change. It can be expensive having to buy a candy at the concession stand each time you need another quarter or dime. The regulars at these offices may not change your dollar because they need the change themselves. They are not being selfish as much as their time is valuable and they can miss a deadline if they run out of change. So be prepared. The best amount and type of money to take is a roll of quarters. If you are looking up a lot of records take two rolls. Pick them up at your bank the day before so you do not have to look for the nearest bank, which, in the case of Suffolk County , can be miles away. Plain paper copying machines cost, on the average 10cents and they give change so your roll of quarters will give you 100 copies. Some offices, such as the New York County Register, require the purchase of a copy card to make copies. No change is needed and the cashier will make change.

Pencils, Pads, Clips And Briefcase

When you are looking up information you always need to write down information. Block and lot, reel and page, index numbers, dates, names and the like. Oftentimes the surfaces where the index books are located or where you can read them are crowded. Sometimes there is no place to write at all. To assist in solving this problem try bringing sharp #2 pencils [at least 5] and keep them together with a rubber band. This way you can write easily on vertical surfaces and erase mistakes. You will also need a few cheap medium size ball point pens, black ink preferred [clerks these days have a thing for black ink as it microfilm's better]. The pens are needed to fill out requisition slips. Felt tip pens are less desirable because they can smudge.

Paper is best brought in the form of a legal pad with a stiff back. You can also use a reporter's type notebook. Anything with a self contained surface. If you want to travel light, try taking four sheets of ruled paper and fold them twice on the horizontal. This gives you a pad that is 8 & 1/2 by 2 & 3/4. By folding back and changing pages you have numerous pages to write numbers down on. This also fits easily in a side or jacket pocket.

Throw a box of metal paper clips into your bag or pocket. You can keep the different pages of a document together without having to look for a stapler. This saves time later because everything will be in order.

There are two ways to go when considering a briefcase. Soft sided and stand alone. Both have advantages and drawbacks. The stand alone has an edge for a few reasons. First, the obvious, it stands up if you put it down. Picking it up is easier and you may want both hands free to research a record or type information into a computer. You can also put it down on the subway [ keep it between your legs anyway ]. Second, it can act as a writing surface. Third, you can set it up as a portable office. Use the cover for pens, pads, clips, etc. Fourth, these are better in bad weather and will protect your documents. The main drawback is weight. Some are very heavy and when you add paper, coin, pencils, etc. lugging the briefcase may be a real chore. If you are planning a few stops and are going to research lots of documents, bring the stand alone. If you are making a surgical strike for a single document go with the folded paper suggested above.

Identification

In order to obtain copies of documents, research microfiche or check some public records the clerk will want to see some identification. Don't go out without some. A current drivers license or New York State DMV Photo ID are by far the best. Have it available when you go to a counter so the clerk doesn't get impatient while you search your things. A large company photo ID or major credit card usually works as well.

Clothing

Being comfortable while looking professional is the key. For men, a suit or sport jacket and tie will work. Women can wear a blazer and skirt or a suit ensemble. A comfortable dress is OK. The reason you don't go in jeans and a tee shirt [although there is no dress code for public buildings] is that the clerks will afford you more respect if you dress up in their offices. You are better to look at and they are, in effect, living there eight hours a day. This can translate into better service and that extra help you may need. Having a jacket on also gives you pockets to put papers, clips and pens into. Your change is readily available. In colder weather try to avoid that heavy coat. It is a pain to carry and difficult to put down. A wool suit or blazer with a sweater underneath and a lined raincoat will keep you warm enough even on the coldest days. Remember you will be indoors 90% of the time.

Comfort is what you want in footwear. While the clerk wants to see well dressed people he or she doesn't care what a person is wearing on their feet. [P.S. - No Bare feet]. Go with sneakers. That's for men and for women. Dark blue in color is better than white, but wear what is most comfortable. You will be on your feet almost all the time. Women who are shy of sneakers should avoid heels and stay with flats. Men can wear soft soled shoes. Carpets are rare in the clerk's offices.

Personal Computer Uses

Every professional must have a personal computer. Information management, word processing, spread-sheets and database access are all part of today's world. The type of computer doesn't matter, only that you find it easy to use. IBM and compatible are the most popular, Macintosh machines are very easy to use.

To make the best use of the techniques in this book a relational database program would be helpful. Microsoft File is a good choice, but any kind that works will do. This type program allows you to sort and resort information, produce lists and do mailings.

A modem and a communications program will allow you to access motor vehicles information and the large business databases such as Dun & Bradstreet.

Governmental Employees

In your travels for public record information you will meet and deal with dozens of clerks, registers, court personnel, and governmental employees. These people keep the systems operating and, considering the size of the task, they do a very commendable job. Think about their working conditions; no privacy, old and often improperly air conditioned offices, union positions with regulated pay, no bonuses and having to fill out 12 forms and wait 3 weeks for a box of paper clips. Given all the above the last thing these hard working people need is for someone to come in and tell them that they better do this and that because "I pay taxes". This attitude will never help. In fact, it is sure to move you to the back of the line. Way back.

The fact is that the clerks, etc. are very willing to help. They go out of their way every day to find lost files, help access computer info and to explain new procedures All you need is a smile, a willingness to wait your turn and maybe a kind word or two. Best advice is to slow down a few gears when you are doing your research. Leave enough time and don't expect the offices to stay open for your convenience. These are public records and if you are patient there is an expert in the office to solve your problem. In short, these people are underpaid, overworked and vastly underappreciated. You will be going back, make a good impression. By the way, they all have great memories.For the record, NEVER offer any money or other gift to a governmental employee for any reason, at any time or under any circumstances. A thank you or a letter to their boss complimenting them will suffice. Here is how such a letter might read.

Patricia B. Adduci
Commissioner Of Motor Vehicles
Department Of Motor Vehicles
Empire State Plaza
Albany, NY 12228

Dear Ms. Adduci,

Please accept this letter as a compliment for the work of Ms. Ellen Doe, a supervisor in the White Plains, NY office. She took the time to help me when other workers would have said that they were too busy. She even stayed after her "official" leaving time.

Ms. Doe is an outstanding example of government working to help its constituents. Thank you for having her on your staff.

Sincerely yours,

CC: Governor/Mayor/County Exec/etc.