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When you view public records, identify the access level before interpreting the result. An official index can locate a record but may omit the underlying document; a document image can reveal the filing itself; in-person inspection can cover material not digitized; and certified copies can require a separate order. Save the custodian, identifier, access date and document status with the record.
Four common forms of public-record viewing are not interchangeable
| Access form | What you can usually see | What may still be missing |
|---|---|---|
| Online index | Names, dates, identifiers and basic status fields | Full document text, exhibits, restricted fields or older material. |
| Document image/PDF | The actual filed or released record as scanned or generated | Later amendments, attachments, certification or nonpublic portions. |
| In-person/read-room inspection | Records available at the custodian or archive, including some items not online | Copying may have separate rules, equipment limits or fees. |
| Certified/official copy | Custodian-issued copy with certification where offered | Certification confirms the copy source; it does not make every underlying assertion true. |
Before relying on a viewed record, capture its context
1
Name the custodianRecord the agency, court, archive or local office that displayed or supplied the item.2
Save the identifierCapture the case, document, report, instrument, permit, license or archival reference.3
Note the access formIdentify whether you saw an index entry, primary image, inspection copy or certified document.4
Check for later statusLook for amendments, subsequent docket activity, releases, corrections or replacement records before treating the viewed item as current.Choose the view that matches the evidentiary task
Index view
Fast discovery
Best for locating identifiers and coverage, not for quoting a document you have not opened.
Primary image
Content verification
Best for reading the actual record text that the government source exposes.
Inspection
Offline or restricted-online collections
Useful when the record is public but not digitized or when archival context matters.
Certified copy
Formal copy need
Use when an institution requires certification from the custodian rather than a screenshot or downloaded index.
Record-view metadata prevents later confusion
| Capture | Example | Reason |
|---|---|---|
| Source | Agency/court/archive name and official URL | Shows who supplied the information. |
| Identifier | Case/document/report/instrument/file number | Lets another reader locate the same item without repeating a broad search. |
| Version/date | Filing/release/record date plus access date | Separates the age of the record from the date you viewed it. |
| Access level | Index, image, inspection, unofficial copy or certified copy | Explains what the source actually exposed and what may still require follow-up. |
Viewing is often the middle step between discovery and verification
A public index is often designed to help people locate a record, not to reproduce the entire file. PACER demonstrates a document-oriented system where the docket and filings can be accessed electronically, while federal agency sites may post reading-room releases and the National Archives may provide research access to older holdings. The interface tells you something about the access channel, not automatically about completeness.
If the record matters for a legal, financial or administrative purpose, determine whether an official or certified copy is required. Screenshots and index printouts can be useful research notes, but the receiving organization may require a copy issued by the record custodian.
Related guides
View public records: know whether you are seeing an index, record image or certified copy: common questions
Not always. An index may provide metadata and identifiers without exposing the full document or every attachment.
Yes in many situations. Agencies proactively post some records, courts provide electronic access, and NARA notes that many unrestricted archival holdings are open for research.