So, you received a Public Information Act Request.
Now What?
Photo: iStock/jat306 |
By Joe Gimenez, TEXPERS Guest Contributor
Have you heard
about the Texas Monitor? It’s an online nonprofit news site whose reporters
often use the TexasPublic Information Act to investigate governmental organizations of every
type. The PIA is every journalist’s best friend – it requires every government
entity to turn over any report, email, or data they generate to conduct
business. In Houston, the Texas Monitor's information
requests led to indictment
of a press secretary for failure to turn over public records. In another
case, the Texas Supreme Court jumped into a fray, causing open
government activists to go on the war path for even broader powers.
Is an
investigative journalist, armed with a PIA request, headed your way? Quite
possibly. The Texas Public Information Act allows for the full or partial disclosure of previously unreleased information and documents controlled by state and local governmental entities.
In San Antonio, an
investigative reporter used Public Information Act requests to gain pension
fund travel records and public safety department records. The San Antonio
journalist’s news piece was TV media sensationalism at its worst – any Texas
pension fund whose trustees do a due diligence trip or attend an educational
conference could have been similarly smeared. Nonetheless the story is there,
inspiring pension-fund haters with baseless conjecture about San Antonio
heading down troubled paths. Totally false.
In San Diego, open
government intervenors have used public records requests to ferret out
pension disability benefits. They think disability claims are fraught with
fraud. Texas has similar watchdog groups and they follow their California
brethren. It’s only a matter of time before your pension system will earn its
Public Information Act request, warranted or not.
The problem is
that pension funds are difficult for most journalists to understand, and their
stories sometimes become filled with inaccuracies, innuendo and false
impressions. Before you know it, a false narrative about your system is the
only thing that people in your city will think about you. Gold-plated benefits.
Travel abuse. Disability fraud. Spiked pensions.
So what should you
do when that public information request comes in?
As San Antonio
Trustee Jim Smith recently told a TEXPERS Summer Educational Forum audience,
first seek professional assistance. Media relations professionals can help
begin framing the story from the first bit of data requested. Reporters need
context; they should never be expected to become pension fund operations
experts. Only you or your media advisor can help them with that. If you do it
yourself, be sure to try to attain some objectivity to the situation. An
outside advisor can help with their third party perspective. On the other hand,
be sure any advisor you hire understands pension funds as well as you do. Your
first response to the journalist should strive not to compel a reporter to
continue digging.
Another possibility
is that the journalist expands their dig to other governmental agencies which
touch on the pension fund. Or, after their first request for information, they
send in a second request for all emails related to the first request. That may
look worse in the news report than the original issue.
Some investigative
reporters also like to employ ambush tactics. They submit their public
information request, find something and then they confront you at the next
board meeting, camera in your face. It’s happened, time and again. What to do?
Again, a media professional
will know what you’re up against and can help minimize the possible damage. Ask
them to serve as your spokesperson and designate them as the single point of
contact. If you decided to have a spokesperson from the pension fund be sure
they are media trained. And since ambushes happen, it’s a good idea to provide media
training for all your board members and executive staff. It may cost a bit, but
it is professional training that can serve this and other situations.
In addition, work
up contingency plans. Create draft communications for your members, vendors,
investment professionals and elected officials – anyone who comes in contact
with the pension fund. You might not know the direction the final news report
might take, but have two or three responses in mind pending which direction it
does take.
You or your media
professional should encourage the reporter to see that they are on the heels of
a non-story, that what appears to be scintillating stuff is actually part of
the mundane world of pensions. You all might not be able to convince the
reporters to kill the story, but you should work toward minimizing the negative
and outlandish.
Finally, take
these information requests very seriously from the first moment you receive it.
Think about seeking help before they ever arrive if you know of a situation
which might someday be ripe for media attention. The most costly thing to do is
doing nothing until the request hits. Then you will pay exorbitant amounts in
the damage done to the reputation of your pension fund. You may not be able to
dig out.
About the Author:
Joe Gimenez is
public relations professional who specializes in pension fund communications.
He has assisted TEXPERS and several Texas pension funds in crisis situations
and public affairs.
No comments:
Post a Comment