The Race to Erase: Destruction of Government Documents Undermines Freedom-of-Information Laws

In August 2019, reporters with Chattanooga’s daily newspaper, the Times Free Press, filed what seemed to be a routine request for access to emails and other public records held by their local county government. The seemingly unremarkable request set the newspaper’s staff on a months-long journey of unpleasant surprises. The first was a demand to pay the county $717 in advance before being allowed to inspect the documents. The second was that—during prolonged haggling over the fee assessment— the county attorney’s office simply destroyed almost all of the disputed records.

Third, and most glaringly, the journalists discovered that Tennessee law did nothing to require agencies to retain public records after receiving a request to produce them, exposing a gaping hole in right-to- know laws that goes well beyond one state. This Article looks at the state of records-retention law in the United States and how the lack of forceful and well-enforced retention requirements can frustrate the good-government objectives of FOI laws. Part I lays out the animating principles behind right-to-know laws, how they operate, and how requesters have productively used public records to uncover government secrets. Part II examines the state of records-retention laws and regulations, and how their lack of clarity—particularly when it comes to emails, texts and other twenty-first-century electronic communication methods—has led to frustrating results for requesters.

Part III looks at the meager remedies under federal and state law to enforce records retention requirements; paradoxically, these remedies provide hidebound government officials with an incentive to destroy, rather than just withhold, embarrassing records. Part IV focuses on the special case of police personnel files and body-cam videos, which hold promise as tools of accountability if the public can actually obtain them. This Part uses a recent California dispute—in which a municipal police department destroyed video footage of officers removing homeless people’s campsites while a requester was still fighting to obtain the footage16—to exemplify the larger problem of inadequately rigorous retention laws. Finally, the Conclusion discusses what a legislative remedy to patch this hole in the public’s information safety net might look like, returning to the example of the Chattanooga Times Free Press’ unfulfilled request and the legislative response it inspired.