The days of researchers spending hours and hours hovered over a photocopier, while not completely gone, are nonetheless on the decline. In some instances, researchers can obtain the records they’re searching for without ever leaving their desk as many localities now provide records digitally, whether by hosting records on government websites or providing requested records on USB drives. Moreover, when researchers are forced to go in-field to obtain records, smart phones offer several options – such as cameras and scanning applications – that enable researchers to capture records without needing to obtain photocopies. The iPhone has scanning capabilities built-in to its operating system through the Notes application and there are also several third-party applications that provide scanning software for both Apple or Android phones. If researchers prefer to utilize their camera to capture documents, the onlineocr.net website is a useful tool that enables users to extract text from PDF files and images, including JPG, BMP, TIFF or GIF images.
While smart phones are making it easier for researchers to obtain records, they are also posing a challenge for localities in determining what constitutes a “public record.” In Vermont, there has been a debate over whether taking a picture of a public record constitutes making a “copy” of that record. If a photo is considered a copy, then state agencies would be allowed to charge individuals for taking a photograph of records, as the state Supreme Court previously ruled that state agencies are not permitted to charge a requester for staff time required to answer requests, but they are permitted to charge for copy costs. Vermont’s Secretary of State has argued that taking pictures does not constitute a “copy” and that “Vermonters shouldn’t have to pay for access to their government’s public records.” We’ll stay tuned as this isn’t the last we will be hearing about this issue.