Investigative Records and Resources - Detective …...4 Lesson 2 Investigative Records and Resources networks – Facebook, blogs, websites, and discussion groups – to get infor-mation

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DETECTIVE TRAINING INSTITUTE Lesson 2

In any investigation, knowing where to find a vital piece of information is crucial. In fact, finding the right information is the backbone of private inves-tigation. As a private investigator, you will have a wide range of investigative assignments: fraud, missing persons, pre-employment background checks, workers’ compensation, asset searches, and many other types. All such assignments have one element in common – they involve carefully searching various records and extracting pertinent information from those records.

The superior investigator who concludes his cases rapidly is marked by his ability to delve deeply and efficiently into many different kinds of records. In turn, those searches lead him to compile accurate histories of personal or business activity, to hunt effectively for investigative leads, to locate witnesses, to uncover possible criminal activity, etc.

Simply put, without record searches, there are no investigations. Online computer searches now help investigators conduct in seconds the types of searches that used to take days and weeks to conduct by other methods. Computer searches can retrieve, organize, and link specific case informa-tion at one’s command. The Internet can be used to locate people, research public records, and conduct online data searches. The computer can connect to almost all government offices and investiga-tive databases and can link specific information from a variety of records to solve difficult cases. The Internet also is becoming an important tool in the newest method of background investiga-tions, because you can access social-networking sites to retrieve personal information as well as a photograph of a subject – all lawfully and ethically obtained.

Investigative Records and Resources

As you read this lesson, prepare to answer the following questions:

1. What types of records are used in investigations, and how are these records organized and catego-rized? What are the positives and negatives of each?

2. When collecting records and documents, what procedures will ensure that they will be useful in your investigation as well as admissible in any legal proceedings?

3. What techniques and procedures help successful investigators conduct efficient and effective record searches? How do you best tailor your search to a specific type of investigation?

4. What are PI databases and how can they contribute to successful search?

5. What information can be provided at various levels of government? How do the procedures for gathering information at each level differ?

6. What are information brokers, and when might they be used? What are the advantages and disadvan-tages of using them?

7. How do you develop contacts who can help you find and search for information? Are there other types of contacts who can be useful? Are confidential contacts a good idea, especially those associ-ated with the underworld?

8. What practices help you best build, maintain, and increase your network of contacts?

Investigative Records and Resources Lesson 2 3

Introduction

Learning about record-viewing procedures at your county offices might seem intimidating at first. However, once you become familiar with the process, you’ll understand why such research is the backbone of private investigation.

Then and NowAs we have mentioned, record searching is the backbone of private investigation. A great deal of information concerning people and events can be found in records and documents available from public and private sources. Experienced private investigators know that the infor-mation found in such records is essential to conducting thorough investigations and solving cases.

It’s instructive to compare the methods used by investigators in the past with those used today. The detective of yesterday never had to worry if research-investigation methods were keeping pace with the latest changes in technology or any evolution in ethical standards. Since computers did not exist, an inves-tigator relied mainly on the basics, such as checking a few public record sources and knocking on a few doors. His main sources for records were the courthouse, the DMV, and maybe a “friendly” law enforcement contact who could obtain a “rap” sheet or expedite the DMV process.

Most investigators worked only in their own communities or in the surrounding geographic area. Thus, background checks on subjects who moved around were especially difficult. It was laborious to check out-of-state county indexes. If the investigator managed to get a “hit,” (meaning that a record relating to the

subject was found) it would then be necessary to travel to other communities and search records there to complete the investigation. Further, investigators from different cities rarely communicated with or assisted one another because there was no easy way to set up communications networks. Skip-tracing often involved no more than a post office check for a forwarding address and knocks on a few neighbors’ doors.

Today, computers have changed all that. PIs no longer are limited to local clients or cases and now can perform investigations with the same level of professionalism from across the country or locally. Instead of having few background sources to check as in the past, investigators today rely not only on computer-generated searches of govern-ment records and private databases but also on high-tech sources such as social

Public records are official written reports of public proceedings preserved for future reference.

Lesson 2 Investigative Records and Resources4

networks – Facebook, blogs, websites, and discussion groups – to get infor-mation and build leads. The Internet can help an investigator locate people without having to physically knock on doors, talk to neighbors, or visit a local post office or government office.

But even though new technologies have introduced new tools for record searching, the modern investigator must continue to rely on time-tested search techniques. Physical records contain more-detailed information than online records, and clients and the courts require certified copies of physical documents, not online printouts. Additionally, technology does not do the actual investigating, nor is it capable of making decisions; thus, it is up to the investigator to master the searching of physical records at the city, county, state, and federal levels. Today’s PI must be able to integrate online computer searches with physical-record searches at government offices.

As you proceed through your course, you will receive constant instruction and reinforcement in specific investigations and the public records used to support

your findings. You also will conduct field exercises that will teach you how to search the records in your community so that you become thoroughly familiar with the procedures. Further, you will perform an actual background check on a subject and build an in-depth profile. Then, in your last study unit, you will receive a detailed overview of online investigative research techniques.

When you combine all these elements, you will have an impressive level of expertise in both traditional and online records searching. As a DTI graduate, you will be able to perform investigative research for many, if not all, investiga-tive assignments using the records and techniques appropriate for those assign-ments. You will have acquired these skills gradually, using DTI’s “building block” approach that enables you to learn a skill and apply it immediately in a “real-life” situation.

Types and Classification of Records

Public Records Public records are records of incidents or actions that are filed or recorded with a government agency and are open to public inspection without restrictions. Public records are meant to be used for the benefit of society. They are kept to inform the public about important civic and legal matters. Examples include criminal records, corporation records, fictitious or assumed names, the Uniform Commercial Code, federal tax liens, state tax liens, grantor/grantee indexes, marriage and divorce records, birth records, and death records.

Experienced inves-tigators know how to search records

manually, conduct online searches,

and cross-reference databases to provide

a complete picture for their clients.

5Investigative Records and Resources Lesson 2

Public Information (not to be confused with public records) Public information is not government information or public records, although certain pieces of information can appear both in public records and public infor-mation. Public information is freely furnished by people and businesses and includes telephone listings, social networking content (e.g., MySpace, Twitter), and Google searches.

Personal Information Not all information that you might think of as “public” is actually considered public by law. Any information about a person or business that the person or business might consider private and confidential in nature may be considered personal information and may have one of the following access restrictions:

1. Some Access Restrictions – May require the PI desiring access to be screened or vetted through a PI database to ensure that the investigator is licensed and has a “permis-sible purpose” for using the information.

2. Severe Access Restric-tion – Those with a direct interest in the case still need a signed authorization from a person on record as having the authority to grant access. For example, an insur-ance company’s attorneys could have a direct interest in examining the medical

records of certain patients, but they would still need authorization from a person on record for each of the subjects.

3. Special Form Needed – Records that private investigators frequently use may fall under these restrictions, depending on the state. Examples include workers’ comp records, criminal histories, driving records, vehicle records, voter-registration records, credit reports, and medical records. Education and employment

Hints for Obtaining Records and Documents

When obtaining copies of records or documents, it is better to obtain too many documents rather than later find that you are missing something crucial in an investigation. Simply put, if in doubt, copy it. It is better to obtain copies than original documents, but whenever copies are obtained, they must be identified because they may become evidence at a court hearing if the originals are no longer available.

Never mark or write on the face of a document. It is best to identify a copy of the document by certifying on its back that it is a “true copy of the original,” while also identifying the source, the date obtained and certification. A certifica-tion stamp is a handy tool to have when dealing with large numbers of documents. And, if for some reason you happen to obtain original documents, they can be identified by dating and initialing the back also.

Whenever obtaining an original document, prepare a documentary receipt for the person providing it. Be sure to describe the documents obtained and retain a copy of the receipt for your records. Depending on where you obtain the documents, the clerk at the service desk will “authenticate” or “certify” the copy in case it needs to be used as evidence in court, as described in your lesson. During an investigation, it is important to make extra copies of all documents for use during interviews, as well as for analysis purposes, which usually require marking or highlighting the documents.


records are personal and private information that becomes public by voluntary disclosure or by signed authorization. Attorneys have standard forms that can be used in many of the above cases, but forms also are circulated through PI discussion groups and by online-database providers.

Overlapping Records In many cases, the secret to a successful investigation will be your ability to retrieve bits and pieces from numerous records and distill the information into a full profile of a subject or a detailed picture of an event or circumstance. So it follows that one of the most significant skills for new investigators is identifying ALL of the potential sources of relevant

information, and then capturing informa-tion from each, and finally providing a detailed report or analysis to the client.

Here are some questions that can help you form a checklist until such decision making becomes second-nature:

• What records would you use to verify a subject’s identity, to check his assets, or to perform a skip trace?

• Which records will you access before you have all the information you need for a complete business-background investigation?

• How many different record categories will you need to search to satisfy the needs of a complex investigation?

A PI naturally is prepared to search a variety of records, but you will soon discover that many times records overlap each other. Once a PI is knowledgeable about the type of information avail-able in each type of record, a system of searching, sorting and filing, that infor-mation turns a knowledgeable private investigator into an effective one.

Searching Methods and Procedures Let’s look at effective searching methods, because conditions and legal requirements differ from state to state and change occasionally. In most states and counties, searching is simply a matter of walking into the appropriate office and physically checking files or asking a clerk to perform the task.

Records can provide information ranging

from signature samples to personal

information and skip-tracing leads. The smart investi-

gator is aware of the different records available and the

bits of information they give to help

him put together a complete picture

in complex investigations.

Overlapping Records

Marriage License Application

Civil and Criminal

Fictitious Business Name

Real Property Records

Divorce Application

Name: Address:

Year Married:

Ms. Jane Doe123 Main StreetAnytown, California 00000

2010


Let’s look at a hypothetical case. A businessman calls a detective agency. He is considering a partnership with a financier whom he has known for a short time. Being cautious, the client wants to verify his potential partner’s identity. He then wants to know if the financier has ever been involved in criminal activity

and what assets he has. To complete such an investigation, the investigator must know which specific records will yield the information he wants. He must know how to search records without wasting time wading through inappropriate resources.

For quick reference, here is a list of records arranged under the types of investigations in which they are used. Review the list and note which records are used in more than one type of investigation. Refer to page 9 for additional online searches.

These public records are now available online via PI Databases:

Identify Verification Investigations

Marriage License Driver’s License PI Databases

Personal Background Investigations

Divorce Records Marriage Records Criminal Convictions Civil Litigations

Employment Investigations

Workers’ Comp Records Personal Injury Lawsuits Education Verification Criminal Records Driving Records

Skip Tracing Investigation

Driver’s License/Vehicle Registration PI DatabasesDivorce Records Real Property Records Title Companies

Asset Investigations

Divorce Records Marriage Records Probate Records Personal Injury Lawsuits Financial Litigations Fictitious Business Names Real Property Records Motor Vehicle DepartmentGrantee/Grantor Records Unsecured Tax Rolls Secretary of State -

Corporate UCC Filings Federal Court Credit History Social Security Number Trace

Business Investigations

Fictitious Business Names Court Litigation Financial Litigation Real Property Records Secretary of State -

Corporate UCC Filings Franchise Tax Board Contractor’s License Board Federal Court - Bankruptcies, Litigation Business Credit Reports Better Business Bureau License Checks with

Local/State Government

Records Used in Investigations


Given the sheer number and types of resources available to the investigator, you can see why inexperienced investi-gators often get confused. Fortunately, efficient record searches are possible if you master two simple concepts:

1. Records are generally categorized according to the types of investiga-tions in which they are used. For example, personal investigations can be completed by searching four different records; asset inves-tigations, on the other hand, may require a search of approximately 15 sources. Thus, you must know how the records are categorized.

2. Some records appear in several categories because they are useful in more than one type of inves-tigation. You must view such overlapping records from different investigative perspectives. For example, divorce records may be used in a personal investiga-tion to learn about a subject’s personal relationships and family background. However, in skip tracing, the same divorce records may be used to locate an ex-spouse who is likely to know where the subject lives.

From the perspective of an asset inves-tigation, divorce records can provide information on assets accumulated, property settlements, income, and other financial affairs. Thus, you must under-stand how the information from the various records can be used in specific investigations – within and across the various categories. Many experienced

investigators do not understand this concept.

In the lessons that deal with the various types of investigations, you will learn about the detailed information the pertinent records produce. Then, you will conduct a real background field exercise in which you will actually check records in your community. This training technique will increase your knowledge and aid in transferring the needed record-searching skills to the real world of the private investigator.

Records Searching There are three main ways of checking records. Many investigators use a combination of direct Internet access, PI database searches, and “hand searching” at government offices, depending on the type of investigation and the records needed. Let’s take a look at each:

1. Direct Internet AccessOver the past 20 years, public records and public information have been compiled into vast computer databases by the government and private enter-prise. Searching online for what you need is easier than it has ever been before.

All levels of government and the court systems collect data and – if the law allows – will provide you with access to computerized indexes. Keep in mind that some agencies provide a higher degree of online access than others. Typical county and state government agencies offer extensive online access, including civil and criminal courts and the county recorder and assessor offices at the

Depending on the investigation, you

may find that many records searched in

a complex case may overlap.


county level. At the state level, secre-tary of state offices (corporate records, Uniform Commercial Code records) and the Department of Motor Vehicles (driver and vehicle records) can be accessed. Some searches may be restricted due to new privacy laws.

Additionally, many state and federal court systems provide Internet access, and some may charge a fee.

The advantages of direct access to online, computerized indexes include the ability to search extensive, widespread records, such as criminal and civil files in other jurisdictions, for free. The disadvantage is that it can be too time consuming when conducting a statewide or nationwide background search. In such cases, PIs are turning to PI database providers, as described next.

2. PI Database ProvidersThere are a handful of database providers that provide a level of instant access not available by other methods. These online services provide comprehensive computer-ized public records that generally are available only to private investiga-tors, law firms, collection agencies, law-enforcement agencies, and insurance agencies. These data providers combine public information with private databases to provide powerful, unique investi-gative searches that they sell to their subscribers.

Products provided by these services assist investigators who skip-trace, run background checks, or perform general investigative work.

Common products include phone numbers, addresses, real property information, motor vehicle data, e-mail addresses, criminal and civil records, relatives and associates, governmental watch lists, driving records, bankruptcy data, corporate records, federal employer identification numbers (FEINs), UCC filings, and warrants and arrest records.

Advantages of Online Providers• Many online providers pull informa-

tion from both public and private databases to provide powerful search capabilities that would be difficult for PIs to conduct themselves.

• The investigator does not have to leave home and use valuable time

Those who learn computer skills will be able to compete at the highest levels in the new high-tech investigative profes-sion. If you can type minimally, you can do on-line searching after learning basic search strategies (Lesson 33 – Investigating by Computer).

“Due diligence” refers to the quality of work and care legally expected in the examination of information.


driving and then performing tedious hand searches at government offices.

• Electronic databases make nationwide information available; the investi-gator is not limited to searching local sources.

• Service to clients is quicker and more efficient.

• For investigations in which final hand searching is inevitable, the online services can run a preliminary check in many counties and states to locate pertinent records. Then, if a hand search is required, at least the inves-

tigator starts with a list of files or indexes to work with.

Disadvantages of Online Providers• Some information will be insufficient.

Searches of public records found at government offices will produce only indexes with the subject’s name, case number, and dates. Other specific details of the case can only be found with a hand search.

• Online services cannot search for “near hits,” such as variations of a name. If the investigator starts with

Top Six PI Databases More than 4,000 private investigators from across the country chose the six most valuable databases in a recent nationwide poll. Visit these websites and compare the products each provides along with the subscription policies of each site. Some even provide a Free Demo designed specifically for locating people, assets and phone numbers.

When searching for court documents and other related government documents, top investiga-tors know how to combine online search indexes with hand searches in a balanced fashion. Indexes are composite listings that indicate whether a record (information on the person or event in question) exists. Many might locate indexes on a subject via computer, then follow up with a hand search for specific details. (There are services that will perform the hand search – i.e. document retrieval – for a reasonable fee.) Data from hand searches can then be used for further online searching.

In Study Unit 7, Investigating By Computer, you will learn much more detail about databases as a powerful investigative tool.

http://www.MerlinData.com http://www.Crimetime.com http://www.SkipSmasher.com http://www.TracersInfo.com http://www.IRBsearch.com http://www.LocatePlus.com

Many PIs will use a combination of PI databases and not

depend on just one.


a misspelled name, a computer is simply not smart enough to associate the misspelling with all possible correct spellings. This limitation makes it difficult to locate the subject as well as another person with the same name, such as a spouse or relative.

In conclusion, experienced investigators take advantages of the many powerful custom online searches

3. Hand SearchWith this method, you actually travel to the location that houses the records (e.g. county courthouse) and search the files manually. The advantage of hand searching is that it allows you to search variations of a subject’s name to find family members, spouses, ex-spouses, etc. Records are updated, so they are current. When necessary, pertinent documents can be photocopied and authenticated for presentation in court.

The main disadvantage of hand searching is that it is extremely time consuming, especially if you must search records in more than one county.

Here are the procedures we recommend when performing a manual search in person, at a typical county courthouse, or at other local govern-ment facilities:

• Call or e-mail the agency whose records you wish to search to determine if you

will need to use a clerk to look up the records or if you may search the computer files personally.

• If you conduct your own computer search, review the indexes, which will indicate if your subject does have a record or file at that agency. Indexes allow you to search for variations of your subject’s name. Many times you may have only a last name or incom-plete name to begin your search, so you will need to review the index to learn the complete name. The indexes may be arranged chronologically in several different ways: by month and year, by year only, or by several years combined, such as 1995–2010. In less technological agencies, the index may be on microfilm or microfiche, with machines available for viewing the film.

• If and when you locate your subject’s name in the index (you may find numerous hits on your subject), you also will find the following informa-tion: the date a record was filed, other

Note the strict rules (shown in photograph) that govern the viewing of court files at the courthouse. Some unscrupulous people will steal their own court file to hinder any further court proceedings or prevent others from prying into their records. Since such an act is a felony, all courts secretly video-tape the reviewing room to prevent such actions.


persons named in the file, the type of file, and the file number. Copy the file number and present it to the clerk, who will obtain the record for your review. You may also order photo-copies of the record for a small fee. For an additional fee, the clerk will “authenticate” or “certify” the copy in case it needs to be used as evidence in court.

• Decide which of the major methods of searching you will use: search for a specific record, or look for any and all records pertaining to the subject of the investigation. With the first method, it is very helpful to know the approximate date the particular record was filed. With that informa-tion, the exact record can be easily retrieved. When searching for any and all records (as for an extensive history or a background check), you must determine how far back to go to conduct your search. You should then search the index very carefully for all records before requesting individual files for examination.

• When you obtain the actual files, make careful notes of the file’s contents. You should record the file number, date of filing, title of the file, all parties involved, attorneys representing the various parties, and a careful summary of the information in the file. Note all names, addresses, dates, etc. Many times, if the file is older, you will learn historical data about your subject, including former addresses, former employers, possessions, property, etc. Often, this

information is useful in opening other areas of inquiry.

Many files will refer to other records you may not have thought of, and these also could lead to information directly relevant to the current case. This is particularly true of civil records of lawsuits, divorces, etc. We should note that it is always better for you to search the index personally whenever possible than to ask a clerk to do it for you. You are likely to take more care because of your interest in the matter, and you are more likely to recognize additional infor-mation that should be pursued, such as an ex-spouse’s name or address.

Finally, remember that public record-keeping and indexing will vary from one jurisdiction to the next. If you are accustomed to looking up records in your home county in a certain way, you may find a different method in the next county or state. If you are not prepared for varia-tions, you may be in for a surprise and end up wasting time.

To avoid costly delays, keep two things in mind:

• If you go to another jurisdiction to conduct a search, be sure you know how to use the various sources and indexes as they are used in that jurisdiction. For instance, simple terminology may differ from one location to another. “Torrens liens” and “UCC filings” are two different names for the same record. They both refer to persons and businesses that are securing loans with physical property. Or, a judgment for breach of

There are four record searching methods: direct

Internet access, PI database providers, hand search, and PI

information brokers.

PIs know that – second to records –

people can be the best source of

information, so they are always devel-

oping new sources of information.


contract may be called an “assumpsit” in another jurisdiction. A phone call before searching will yield the correct information. If you do not have the correct terminology (or other informa-tion about search procedures), your search may be useless.

• If you use the services of another investigator or a local document retriever, be sure that your informa-tion needs and the goal of your search are well understood. Use the correct terminology for that jurisdiction and provide complete information. When you conduct your own searches, you often can rely on intuition that springs from your understanding of your client and the details of the assignment; someone who performs a search for you can rely only on the specific information you provide.

Government RecordsGovernment agencies at all levels – city, county, state and federal – all maintain extensive records on individuals and businesses that in most cases are avail-able for review by private investigators. Let’s examine each level of govern-ment and the information provided in its records. Additionally, ask yourself whether the records are public or private and whether they can be accessed directly via the Internet, purchased through a PI database, or physically hand searched.

City LevelAlthough information from City Hall is quite valuable, especially when investi-gating businesses that operate within the

city, it is not considered “public infor-mation” and consequently investigators rarely check records on this level. Fortu-nately, many of the records at the city level are duplicated at the county level, where they are open for public examina-tion. City departments will sometimes cooperate with private investigators who fully disclose their identity and the purpose of the request. The three major city departments that are the most useful to investigators, and the information they provide, are:

1. City Business Licenses – Anyone who conducts a business must apply for a business license. The appli-cation for the license includes the name, address and telephone number of the business the owner’s name, home address and telephone number; the type of business; and the number of employees.

2. City Permits – Cities generally regulate all licensing within their boundaries, including pet licenses,

City governments usually cooperate with private inves-tigators who are inquiring about businesses within their city limits. This is especially true if the businesses are suspected of being unscrupulous, because the inves-tigator can then supply the city with information.


sign permits, vending permits, parade permits, bicycle licenses, parking permits, fire permits, and building permits.

3. City Attorney – This department usually operates a consumer-fraud division that maintains files of complaints made by citizens against businesses suspected of fraud.

County LevelThe records maintained at the county level are the most informative and widely used by investigators when conducting investigations. They provide direct access to many personal and business records on a local level. Let’s look at the different county departments where records are kept.

• County and courthouse records are the most valuable sources for all types of investigations.

• Smart investigators know to check grantor-grantee records to expose subjects using deception through power of attorney exchanges.

• Before the newest privacy laws, Registrar of Voters records were excellent sources of information that could help locate a subject’s family and friends, especially in background, skip-tracing, and missing-persons investigations.

Information in the County Court House Most new investigators are not aware of the vast amount of public information available in court records. Most clerks at the service desk will help with locating information. Courts that make up the county judicial system are divided into jurisdictions. To make your research at the county level go smoothly, be sure you understand the indexing system that corresponds to the divisions in your county. The trick is knowing where the needed records are kept and what infor-mation they provide.

A. Superior and Municipal Courts 1. Criminal Files – These files will

reveal information on all persons charged with a crime, but not those arrested. Be sure to check Superior and Municipal Courts for felony and misdemeanor charges. The person charged with a crime in all cases is listed as the “defendant.”

2. Civil Files – Here, information is found on persons who are either plaintiffs or defendants. Included are cases involving divorces, petitions for separations, notices of liens and attachments on real estate, decrees and judgments of courts of record, wills admitted to probate, and other information.

3. Probate Records – This department provides information on deceased persons, including family history, descendants, and heirs. Skip-tracers often find family members using this source, eliminating the need for other time-consuming methods.

Probate records often are overlooked

in asset investiga-tions. However, this

valuable resource often reveals

recent unexpected income or inherited

assets that have not yet appeared in other records. Be sure to check

probate records in all in-depth asset

investigations.

Court records are

the single most

valuable source

of information for

the professional

investigator.


These records can help determine an heir’s financial status for background and asset investigations.

4. Fictitious Business Name File – When someone starts or purchases a business with a name other than his own, such as Pioneer Hardware, he or she must file a fictitious business name with the county. Included on this form are date of filing, name of the proposed business, and names and home addresses of registrants. This source is used primarily for personal and business background checks.

B. Grantee/Grantor RecordsAfter Superior and Municipal Courts, grantee/grantor records are the next best source of quality information. Files contain records of all real property exchanges, deeds, trust deeds, ground liens, power of attorney exchanges (one person granting legal rights to another), judgments, and any other type of agree-ment that two or more people make on paper. Bankrupt subjects using deception will often buy and sell property in the names of their children. Such a transac-tion involves use of a power of attorney, which will be recorded. Such records contain full names, addresses, birth dates, occupations, children’s names, and personal and financial information.

C. Vital Statistics1. Birth Records – These documents

reveal the name of both parents, their occupation and address at time of birth, their religion, the hospital

of birth, and the name of attending physician.

2. Marriage Records – Applica-tions for marriage licenses reveal the names of individuals married, both of their addresses and phone numbers at the time of marriage, both parties’ birth dates and the states in which they were born, occupations, parents’ names, and previous marriages. The completed marriage license gives the date of marriage, names of witnesses, and the officiating clergyman, judge, or justice of the peace.

3. Death Records – Death certifi-cates contain the date and cause of death, the address of the deceased at time of death, next of kin, names of witnesses in attendance, and the name of the physician who pronounced death. If an autopsy was performed, that fact is noted.

D. Tax Assessment Records (Property Taxes)The tax assessor’s office contains tax records on all real and personal property, including homes, businesses, land, boats, airplanes, office furniture, and equip-ment. Files provide names and addresses of persons paying taxes on the property. This is a good source to use when attempting to locate a subject who owns property or determine his Social Security number.

State Sources of InformationVarious state agencies are rich sources of information. An examination of a subject’s personal life, business, or

A good source for a Social Security number is property tax records (if the subject owns property and has a state driver’s license). Using the SSN as an identifier, you easily build an in-depth profile.

Birth, marriage and motor-vehicle records are used in many cases. Get familiar with their searching proce-dures, since you will rely heavily on them throughout your career.


profession may lead the investigator to one or more of these sources.

1. State Department of Motor Vehicles (DMV) – Unlike in the past, the Driver’s Privacy Protection Act (DPPA) is a federal law that now regulates how the DMV releases and restricts personal informa-tion in DMV records. The DPPA restricts information that identifies a person; than can include a photo-graph, Social Security number, driver identification number, name, address (but not the five-digit ZIP code), telephone number, medical information and disability informa-tion. Information that is available to “permissible account users” includes

information about the driver’s license class, convictions, accidents, suspensions and revocations. Permis-sible users include private inves-tigators, attorneys and insurance companies, and they must certify their permissible use by completing a certification form at the DMV. You will receive more information regarding your state’s DMV proce-dures in future field exercises.

2. Public Welfare, Social Service Agencies and State Unemployment Offices – These agencies are good sources of contacts who can provide information on a subject’s current and previous addresses, phone number, the number and names of

DTI recommends that you begin

accumulating a “sources of informa-

tion” file on your computer. Start by making Word docs

on your friends, relatives, and

business associates and record what

type of information they can provide.

You’ll be surprised on how many good

sources you can develop

Many states allow PIs to set up commercial

accounts to access DMV information.


children, the name of a spouse and place of employment.

3. Professional and Vocational Licensing Bureau – These bureaus (agencies or commissions) set professional and vocational standards for the state and issue licenses or certificates to individuals who qualify. Professional and vocational groups licensed by such agencies include doctors, dentists, social workers, pharmacists, real estate agents and brokers, funeral directors and embalmers, cosme-tologists, contractors, pest-control specialists, dry cleaners, cemeteries, optometrists, chiropractors, accoun-tants, teachers, architects, attorneys, veterinarians, etc. Information provided by these agencies is useful in checking on a subject’s credentials and professional activity.

4. Secretary of State/State Board of Corporations – This agency keeps records of all corporations registered in the state. If you can supply it with a corporate name, it will provide you with the names and titles of corpo-rate officers, mailing addresses, date of incorporation, purpose of incorpo-ration and amount of stock issued.

5. UCC Filings – Filed with the secretary of state, this index of filings shows the name and address of persons and businesses securing loans with physical property (e.g., for equipment). Also included is a filing date and UCC file number. These are good tools in deter-mining where a person banks when conducting asset investigations.

6. Workers’ Compensation Board – Workers’ compensation is a state-regulated insurance program that provides benefits and compensa-tion to employee’s injured on the job. Related records are public and available for examination. They are generally accessed on a county level.

7. State Police – Traffic-accident reports containing the names of involved drivers, witnesses and injured parties are on file. Some states require a small access fee, while others provide the informa-tion only to those directly involved, their insurance companies or investigators.

Federal Sources of Information The numerous agencies, bureaus, commissions, and boards that make up our federal government usually do not open their files or release information on request. However, as an investigator, you will find it possible to get help from the following agencies:

1. United States Postal Service – This agency supplies forwarding addresses to the general public. Additionally, PI databases may have access to forwarding addresses by combining other databases. The post office also may supply informa-tion on individuals and businesses with postage meters, bulk-mailing permits, and business-reply mail permits. This information includes the names and signatures of autho-rizing officers, street addresses and mailing addresses, and telephone numbers.

The clever investi-gator knows that checking UCC filings can uncover assets not cross-referenced in other records. UCC filings can reveal where a subject banks.


2. Social Security Administration – This huge agency has records on virtually every American and millions of foreigners who work in this country. However, information on any individual can be up to three months behind. The agency will forward a letter to a lost relative, neighbor or friend, but they will not give out the address directly. Profes-sional skip-tracers have devised legal pretext letters that, when forwarded by Social Security, will compel the subject to respond with a current address or to call an 800-TRAP line, which will trap the subject’s telephone number and address.

3. Internal Revenue Service – The IRS will provide very little informa-tion about taxpayers. However, if you provide your subject’s full name and Social Security number (federal tax number for businesses), the IRS will provide you the “date of last return” and the address to which the return was sent.

4. Federal Bankruptcy Court – This source contains public records of persons filing for bankruptcy. Included are the names and addresses of creditors, the amount of indebtedness, current employment, assets, the names of all banks, and the reason for filing. Investigators will frequently check bankruptcy records and tax liens for the person’s Social Security number to gain access to other records.

5. National Crime Investigation Computer (NCIC) – Operated by the FBI, the NCIC files contain more

than 25 million names with input from local county, state, and federal law-enforcement agencies. Files are indexed under wanted persons, criminal histories, stolen vehicles, boats, guns, securities and missing children. Private investigators do not have access to the NCIC, and it is a crime for non-authorized persons to access the NCIC, so care should be taken when requesting informa-tion from a confidential contact with access. Refer to your Special Topics.

6. United States Marshal’s Office – This agency is primarily respon-sible for tracking down fugitives. However, they will cooperate with investigators who are looking for a subject that they are also seeking.

7. National Driver Register Service – This agency tracks drivers who reapply for a license in one state after having a license suspended or revoked in another. For more infor-mation, go to http://www.nhtsa.dot.gov.

PI Information Brokers Unlike public records that are open to all, information from private companies, including financial and utility compa-nies, is not legally or readily available to private investigators. These records were once used by skip-tracers and asset investigators as a source of the subject’s address, unlisted phone number, place of employment (POE), and bank accounts, or to build investigative leads through friends or family members listed on the account.

Bankruptcy records and tax liens are

other good sources for locating a

subject’s SSN used for identification.


PI INFORMATION BROKER. INC.

Confidential Price List

NOTE: Any search listed with an asterisk * next to it is NO-HIT, NO-FEE

SKIP TRACING SEARCHES

Obtain Full SSN * . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $18 .00Develop address history from name and LKA or SSN * . . . . . . . . . . . . . . . . . . . . . . . . . . $20 .00Develop full DOB * . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $18 .00Profile Report (includes developing SSN for subject) . . . . . . . . . . . . . . . . . . . . . . . . . . . . $50 .00Utility search * . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $99 .00PO box break * . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $119 .00CNA from telephone number * (guaranteed from phone carrier) . . . . . . . . . . . . . . . . $99 .00Place of employment (without salary) * . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $200 .00Place of employment (with salary) * . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $225 .00Develop cell phone number for a subject * . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $150 .00Credit header from Equifax (shows trade lines and inquiries) . . . . . . . . . . . . . . . . . . . . $58 .00Locate service (database or complex skip tracing, price varies, call or email)

ASSET SEARCHES (GLB Compliant)

Bank account search by state * . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $275 .00 (up to 3 a/c’s, each additional a/c $125 .00)Brokerage account search nationwide * . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $675 .00 (up to 3 a/c’s, each additional a/c $200 .00)Stocks, bonds and funds search * . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $450 .00Offshore account searches Bahamas, Caribbean . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $900 .00

MISCELLANEOUS SEARCHES

Credit reports (with signed release) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $29 .00Criminal history searches (price varies, please call or email)Driving history * (price & restrictions vary, please call or email)Motor vehicle tags (price & restrictions vary, please call or email)IP or email address break . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $150 .00

Warning

Even though information providers offer information gathered through public and legal means, investigators cannot subcontract away liability and can still be held responsible for any violation of privacy. The investigator cannot simply say the information was supposed to be from a legal source. Therefore, private investiga-tors should hire only information providers who can guarantee that they use only legal and lawful means to obtain personal and non-public information.


Investigators would call the company or utility company pretending to be subject, then inquire about his or her account to obtain the desired information. Or, the investigator might have an inside contact at the company who supplied informa-tion for a price, which was considered a bribe.

These investigative methods have become illegal and are now considered identity theft with serious penalties.

As a result, a new breed of information provider has emerged. These providers can work within the limits of the law and provide the information private investigators need to conduct their investigations legally and successfully. But, before we discuss using an infor-mation broker, let’s take a look at the laws related to accessing private records through pretexts or other deceptive practices. It’s important for investigators to always work within the limits of the law and conduct themselves using the highest ethics.

There are new laws that now strictly prohibit private investigators from accessing private records and employing deceptive tactics. DTI has encapsulated these extensive laws into a Quick View format to give you a simple and clear understanding of the new laws and ethics in as few words as possible.

Now that we understand the restric-tions imposed on private investigators in attempting to access private and non-public records, let’s turn to the issues involved in using information brokers. Information brokers provide an important and selective service to only qualified and licensed private investiga-tors and do not work with the public directly. You might ask how they obtain private record information without breaking the law. The answer is simple: Information brokers have developed advanced public-records searching skills and can uncover the same information that is found in private records by cross-referencing a multitude of little-known

Restricted Investigative Techniques1. PIs can no longer use any part of

a subject’s name, SSN, tax and/or financial records, including banks, credit card providers, or any informa-tion that requires a release from the owner of the information or a court subpoena.

2. PIs can no longer use any part of a subject’s name, SSN, date of birth,

address, or passwords (identity theft) to telephone and pretend to be the customer (pretexting) in order to induce or trick employees to disclose confidential customer information. This also includes illegally accessing a customer’s online accounts, documents, or database (hacking), or setting-up online accounts in the customer’s name to gain personal information (virtual pretexting).

DTI’s Quick View of New Laws and Ethics for Obtaining Personal and Non-Public Information


records open to the public but rarely used by private investigators.

Developing Confidential Contacts Successful professional investigators spend a great deal of their time culti-vating their human contacts. They have learned that information from records and physical evidence not only can be limited and hinder an investigation, but can also be very time consuming to gather. PIs know that people can be the best source of information, so they are always developing new sources of information.

As a new investigator, you’re probably asking, “How do I go about finding all these valuable people in the first place?” Well, it takes time. As you conduct your investigations, you will meet many people who can help you, including attorneys, airlines, hotel personnel, law-enforcement officials, and even some shady, underworld characters. Everyone you come in contact with is a potential source of valuable information, so it is important to always use courtesy, consideration, and integrity when dealing with potential contacts.

Let’s begin by classifying contacts:

In general, contacts are classified according to the type of information they provide and the motive behind their cooperation. As sources of information, people fall into four categories.

1. General Contacts – private individ-uals and business people contacted in the normal course of an investiga-tion. They include witnesses, clients,

personal references on background reports, experts and specialists, professional people, factory workers, and business owners. Their motive for providing information often comes from a strong sense of civic responsibility.

2. Official Contacts – usually civil servants such as police officers or administrators in city, county, state, and federal offices who are motivated by an investigator’s interest in, and appreciation of, them. They often feel important when they can supply information. They do not take money for their help and prefer to think of their service as profes-sional courtesy. The main drawback to official contacts is that they can’t be used repeatedly. However, they are good sources for occasional help.

3. Paid Underworld Informants – This type of person is useful in gathering first-hand information on underworld activities such as

It might feel improper to associate with underworld infor-mants, but by maintaining profes-sional contact with them, you can solve some extremely difficult cases


gambling, major thefts, narcotics offenses, and organized crime. Infor-mation provided by professional paid

informants has frequently been instrumental in solving extremely difficult cases. If you use paid informants, you must take precautions by determining the informant’s motive. Is he willing to work for you because he wants money or reward? Or,

is his motive revenge or retaliation against someone? Is he trying to eliminate competition as part of a criminal conspiracy? Experienced investigators have learned that the informant motivated by money is the most reliable. PIs need to know the limits of their involvement with these informants to avoid their own conspiracy exposure.

Development, Management and Treatment of Contacts

Approach No one is willing to give out information to strangers. So, it cannot be emphasized strongly enough that the most important element in cultivating contacts is the development of simple friendships and trust over time.

Friendship and trust develop naturally and gradually during the course of many investigations. At first, these interactions are informal and completely non-threat-ening. For example, imagine you’re at the courthouse searching records. You naturally find yourself dealing with the same clerk. You might begin to develop a simple, friendly relationship with the clerk, based on some interest in his or her work. We’re not talking here about anything deeply personal or emotional. We do NOT recommend payment, dinner dates, or sexual advances. We are talking about courtesy and consideration, two qualities that busy, harried clerks seldom get from people they deal with.

By projecting sincerity and casual friend-ship over a period of time, trust will develop. After a while, this trust, assisted by some persuasiveness from you, will begin to yield results. Motivated by your appreciation, the clerk might be willing to give you that extra little bit of assis-tance that you would not be able to get otherwise. Another approach might be to mention that, if you only had a certain piece of information, you could close the case more quickly and save time and effort for you and the clerk.

Treatment of Contacts In cultivating and developing contacts, certain techniques must be followed to avoid unpleasantness and disagreement. Here are some important strategies to use when dealing with your contacts:

1. Never disclose the identity of your contacts to anyone, not even another investigator.

The most impor-tant element in

cultivating useful contacts is the

approach – devel-oping simple friend-ships based on trust

over time.

Warning As a private investigator, you should never bribe anyone to obtain confidential informa-tion, including official contacts at any local, state, or federal government office or anyone working at telephone and utility companies, credit and banking institutions, or anyone who has access to private and restrictive information.


2. Treat each contact as an individual, because each one is different.

3. Express appreciation by thanking your contact for all the information he or she has provided, even if it turns out to be of little value.

4. Never make your contact feel guilty; help your contact avoid feeling sneaky or anxious about his job security.

5. Reassure your contact that his or her personal integrity, along with the information it provides, will not harm anyone.

Review This lesson has presented a wealth of material about the various sources and techniques investigators use to gather information. Every successful investi-

gator knows how to use these sources – public records, PI databases, investigative specialists, and confidential contacts – to their fullest to gather essential information on a subject or topic.

Sources of information include public documents available in City Hall, the county courthouse, various state regulatory agencies, and federal agencies. Infor-mation from these sources can be retrieved by hand searching at the pertinent agencies, through direct online access, and by

utilizing a PI database for a fee. PI databases package

public information, combine it with information from various private sources, and sell the resulting data to investiga-tors. The ability of these services to search many databases rapidly for a single piece of information offers investi-gators the advantage of time. However, online services also offer several disadvantages.

Experienced investigators will combine an online search for an index with a follow-up hand search for more detailed, current information, thus making use of the distinct advantages each offers.

Despite all the records, documents and data available either in paper form or in computer databases, people still remain an important source of information in solving cases. Successful investigators know how to cultivate and maintain a

Information accessed through confidential sources should be used only as investigative leads to further the inves-tigation. They must never be mentioned in a written report that will be revealed in a court of law.

A cardinal rule in developing contacts is: Never divulge the identity of your contacts to anyone – not even other investigators

Guidelines for Developing New Information Sources

When developing new contacts who are new information sources, it is very impor-tant to follow these guidelines.

• Introduce yourself cheerfully.• Be open and candid.• Be optimistic, humble, and courteous.• Be concise.• Don’t be a “give me” person.• Be complimentary.• Be conversational.• Return the favor, if possible.• Send a thank you note.


variety of personal contacts to help close cases quickly. They know the value of friendships and always use courtesy, consideration, and integrity in dealing with contacts. As in every phase of investigative work, they adhere to the highest ethics.

This lesson should be kept and used for future reference. As you begin your work in private investigation, you will

have many opportunities to refer to this lesson, refresh your memory, and apply the information presented. If you believe you have mastered the instruction in this lesson, turn to the next page for the Progress Check.

25Progress Check Lesson 2

Progress Check1. State briefly two advantages of modern technology that greatly benefit investigators.

a. b.

2. List the three methods that can be used to check public records.

a. b. c.

3. Methods for searching public records are exactly the same in all cities, counties and states.

___ True ___ False

4. Whenever possible, an investigator should conduct his own computer index search because:

___ a. Clerks may lack sufficient interest and may do a superficial job___ b. The investigator may recognize a name or other clue that may lead to

other records___ c. An investigator will take more care because of his interest in the matter at hand___ d. All of the above

5. Investigators rarely check records at City Hall because the information filed there is not considered public information.

___ True ___ False

6. Criminal files, vital statistics and voter records are found at:

a. Superior and Municipal Courtsb. The state levelc. The County courthoused. City Hall

7. Files at superior and municipal courts contain:

a. Grantee/grantor recordsb. Criminal and civil files, probate records, and fictitious business name filingsc. Marriage records, probate records, and civil filesd. Vital statistics, probate records, and criminal files

Lesson 2 Progress Check26

8. The agency that keeps records of all corporations registered in the state is the:

a. UCC Index of filingsb. Professional and Vocational Licensing Bureauc. State Employment Officed. Secretary of State/Board of Corporations

9. Federal agencies, bureaus and commissions open their files to the public on request.

___ True ___ False

10. The federal agency that will forward a letter to a lost relative, neighbor or friend is the

11. List the four major private sources of confidential information:

a. b. c. d.

12. Briefly define “PI database providers.”

13. A major advantage of PI database providers is:

a. Current updating that keeps these services far ahead of paper files at various public agencies

b. Completeness of information availablec. Speed and convenience of searching procedured. All of the above

14. Investigators who use PI database providers never have to do hand searches.

___ True ___ False

15. When using the above methods, investigators MAY:

a. Use deception within the limits of the lawb. Use the information learned for personal gainc. Refuse to reveal the means used to obtain information in the course of a legal inquiryd. None of the above

27Progress Check Lesson 2

16. What are the three categories of contacts?

a. b. c.

17. Paid contacts are the least reliable because they are likely to tell you what you want to hear just to get their money.

___ True ___ False

18. Official contacts – civil servants and police officers – are good sources for:

19. Good confidential contacts will stay with you and continue to provide information if you:

a. Pay themb. Approach them courteously, use integrity and express appreciation frequentlyc. Associate with them socially in a regular basis to demonstrate your friendship and trustd. Treat them coolly and distantly so they will not fear association with you

20. To short-cut the long, time-consuming process of accessing restricted records, investigators use: