Michigan FOIA Knowledge Center
How to Request Michigan Government Databases and Electronic Data
A database request can uncover patterns that PDFs conceal. The key is to request an existing export or records maintained in a database—not a new analysis that the public body has never created.
Describe rows, fields, and dates
Identify the subject population, date range, and fields sought. Ask for the data in an existing exportable format such as CSV or XLSX and request the associated data dictionary, field definitions, and code tables.
Existing record versus new compilation
Michigan FOIA generally does not require creation of a new public record or report. A public body cannot necessarily avoid access merely because a contractor or system performs the clerical function, but whether a requested query constitutes an existing record can be fact-specific.
Reduce redaction cost
Exclude fields you do not need, especially personal identifiers. Ask whether an existing public or routinely generated export is available. A narrower field list can dramatically reduce review work.
Preserve usability
A flattened PDF of a spreadsheet may destroy sorting and analysis. Request the native or existing machine-readable format and record layout.
Design the request around the table
Think in rows and columns. What does one row represent: an incident, parcel, payment, permit, complaint, or person? Which fields are necessary, and which personal identifiers can be excluded? What period should the export cover?
Ask for the data dictionary and code tables. A field labeled “DISP 7” is not useful unless the requester can determine what the code means. Native CSV or spreadsheet data also preserves sorting, filtering, and relationships that a printed PDF destroys.
Requester checklist
- Population and date range
- Specific fields
- Existing export format
- Data dictionary
- Code tables
- Exclude unnecessary identifiers
Primary sources
External authorities control. Confirm the current statute, decision, policy, and local procedures before relying on them.