Tips on Advocacy

General Tips on Advocacy

When access is threatened due to legislation or other action you can help by contacting those involved. If you are in the district served by an official or you use the affected records be sure to state that you are a constituent or frequent user. If you aren't in the district you can still make a difference by letting the officials know how this action affects you and others like you.

Lobbying is a legitimate way to present a position and advocate for it. It is the way the U.S. government works. In order to effectively approach an official or records custodian it is necessary to:

1. Get to know your government representatives NOW so you have a relationship before you contact him or her about an issue. Lawmakers and those running for office visit local areas to meet with constituents.
2. Understand the issue—what is the problem, what is being proposed to solve the problem, what is the negative effect on genealogists of this proposed solution, how does it affect you and your business.
3. Determine an alternate solution that is more acceptable to genealogists—officials prefer to see correspondence such as "I could support this action if it was amended to do XYZ" as opposed to "I do not support this action."
4. Determine who to contact to remedy the problem—if one legislative body (such as the U.S. Senate) has passed an unacceptable bill, contact members of the other body (such as the U.S. House of Representatives).
5. Locate contact information for your government representative or the official involved.
6. Compose a letter, e-mail, or written position paper (to be used during telephone calls and personal contact) placing the issue and proposed solution into your own words—this will be more effective than hundreds of mirror-image responses (these sample letters can be used as-is, but preferably will be customized by each member).
7. If you have any personal connection to the official no matter how insignificant or remote, mention it.
8. Take action—FAX or e-mail the letter, phone the official, or visit his or her office. If a letter is going to a public servant, FAX your letter if at all possible—due to terrorism threats government correspondence may go through rigorous screening that will delay the arrival of letters sent by postal mail. Before FAXing a letter you should check to be sure the legislature is in session. An unattended FAX machine might jam or run out of paper causing your letter to be lost.

Tips for Meeting Officials in Person

1. Take advantage of public access days. For example, the Texas legislature has "East Texas Day" when anyone from East Texas can meet with and talk to representatives. Some industries have designated lobby days. Officials also have local offices in their district to meet with constituents.
2. Prepare for the meeting. Be sure you understand the issues. Know which officials support your position and which are adversarial. Know the statistics and facts that support your position. Know how to counteract the opposing view. Know the names and titles of the officials and the staffers. Try to use local stories and connections as examples.
3. Make an appointment. Be prepared for a short meeting, maybe fifteen minutes.
4. Keep control of the meeting. Don't let the official steer things away from the issue you want to discuss.
5. If multiple people are attending the meeting, introduce everyone. Let each person discuss one aspect of the issue (that person should have researched and practiced before the meeting with the official).
6. Be brief, clear, and specific when presenting the facts. Leave printed material (preferably a one page fact sheet) for the official and staff with details and supporting information. When appropriate, leave a copy of the RPAC Brochure: The Case for Open Records. RPAC gives permission for this brochure to be reprinted as long as it is printed in its entirety. The brochure is being updated as of April 2012, but the earlier brochure is still accurate and can be used until the update is available.
7. Don't accept an excuse that this issue isn't under the committee purview of your elected representative. Officials are elected to represent their constituencies on all issues, not just those on committees the official is assigned to. Respectfully ask the official to address your concerns because you are a constituent of his/her district.
8. Close by asking for specific support for your position. Be sure to thank the official and the staff for meeting with you.
9. Staffers often make recommendations to lawmakers. Be respectful to and get to know the staff who may be able to help even when a lawmaker can't make time for you.

General Tips for Contacting Officials by Letter

1. Try to keep it to one page if possible, two pages maximum.
2. Personalized statements carry more weight. Even is a sample letter is provided, customize it with your own words.
3. Stick to one issue per letter. Be specific on how your business could be affected and what action you want the official to take.
4. Try to identify bills and policies by number, name, or sponsor.
5. Show respect and appreciation for the official and the tough job they have.
6. Include your return address or use letterhead.
7. Follow-up after action has been taken. Thank the official for listening and let them know that you monitored the vote or action taken.

General Tips for Other Activities

1. Write letters to the editor to newspapers in an official's district.
2. Ask the editor to publish an opinion (op-ed) piece.
3. Call in to radio talk shows when an official appears.
4. Speak at local meetings where state and national officials appear. These are held frequently in election years.
5. Ask other organizations to which you belong to respond to an issue.

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