Thanks to AI tools and other technology, the scammers and manipulators have reached a new level of sophistication. We used to worry about whether an information source was biased or up-to-date. Now we have to ask whether it’s real.

What’s The Problem?

Information is becoming easier to distort, and fakes are becoming harder to spot. But these distortions and fakes are easy to spread, and they show up in a few different ways:

Misinformation – False or inaccurate information that’s shared without the intent to deceive. Think of a well-meaning person forwarding a social media post that turns out to be wrong or an editor missing a few mistakes. No malice, just error.

Disinformation – False information that is deliberately created and spread to deceive. Someone behind disinformation knows it’s false and wants you to believe it anyway. It’s used in influence campaigns, corporate sabotage, and fraud, and it’s strategic.

Deepfakes – Audio, video, or images, generally created with the help of AI tools that easily manipulate facial expressions, replace faces, or synthesize speech. You might see a fake CEO pitching a fraudulent investment or Taylor Swift endorsing Donald Trump for president. The technology has come a long way, and what once required significant resources can now be produced with free tools.

And here’s where the lines blur: disinformation campaigns increasingly use deepfakes as their delivery mechanism. A piece of disinformation wrapped in a convincing video is far more persuasive than a text post. And misinformation? Sometimes it starts with a deepfake that someone shares in good faith, not knowing it wasn’t real.

Why This Matters

If your work depends on gathering facts, verifying identities, or reconstructing events, misinformation, disinformation, and deepfakes are a big problem. Consider the ways we rely on news articles, social media posts, and video footage. Any of it can now be compromised in ways that weren’t possible a few years ago, and it makes our jobs more complicated.

What Can We Do?

In this new information environment, we need to be even more diligent about sources and how we evaluate and report our findings. Here are a few things to keep in mind:

• Verify the source before you trust the content. Don’t just evaluate what a source says. Evaluate whether the source itself is legitimate. Check domain registration dates, look for an editorial history, and cross-reference claims with multiple independent outlets.
• Be skeptical, especially of anything emotionally charged. Misinformation and disinformation tend to exploit strong emotions. If a piece of content makes you react on an emotional level, pause before you act on it.
• Apply deepfake detection to any high-stakes video or audio. Learn about the latest tools for flagging AI-generated content, and check what other sources are reporting on the topic.
• Go to primary sources whenever possible. Court records, official filings, and regulatory databases can be verified at the source, and you can opt for certified copies, if needed. Remember that the further you get from a primary source, the more chance for distortion, intentional or not.
• Document your sourcing. Before delivering your findings to a client, document not just what you found, but where you found it and how you verified it. Not every client needs or wants all that info in their report, but I like having it handy in case anyone asks.

Misinformation confuses, disinformation deceives, and deepfakes distort. Together, they don’t just complicate investigations, they redefine them. Our value as investigators lies in knowing what’s fake and what’s real.

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When you’re conducting research and investigations, it’s easy to get sidetracked by opinions, expectations, and wishful thinking. Sometimes we hope for or have too much invested in a particular outcome. Other times, we rely on our usual tools and techniques and don’t consider their limitations.

The technical term is cognitive bias, and it means that our assumptions and beliefs affect how we process or interpret our findings. It means that we alter our judgments based on these biases, and it distorts the truth.

When you’re conducting research or an investigation, it’s important to park your biases and proceed with an open mind. We’re not there to judge or prove anyone else’s point. We need to focus on the facts. And we can’t do our best when opinions get in the way.

What are some of the most common cognitive biases that you might encounter when you’re gathering information for research and investigations, and what can you do to avoid them? Here are just five that might come into play:

1. Confirmation bias – Favoring information that conforms to our opinion or hypothesis and discounting what doesn’t

We’re not here to prove what our clients want us to prove. We’re not here to judge the information we find, except for its authenticity and reliability. Just gather and report the facts, adding context as appropriate.

2. Anchoring bias – Relying too heavily on the first piece of information that we find

We all do it. We get excited when we finally find something useful and base the rest of the investigation on that one piece. While we need to follow leads, spend a little more time on gathering those initial facts before making changes in direction.

3. Automation bias – Over-reliance on automated tools and not verifying through manual methods

Comprehensive reports, packaged due diligence, online court record systems, software for mining social media, and other tools save time, but they’re a starting point. It’s just raw data that needs to be analyzed and verified, often through boots-on-the-ground research.

4. Overconfidence bias – Overestimating our ability or knowledge in a particular area

Research and investigations are mostly specialized these days, and you can’t do it all. I’ll never be able to take on surveillance cases, and even some research, like verifying patents, is best left to the experts.

5. Bias blind spot – Recognizing the effect of bias in the judgment of others but not in ourselves

Yes, it can can happen to any of us. We’re only human, and our own biases can get in the way. Take stock of how you approach your research, and stay aware throughout the process.

Don’t taint your research and investigations with cognitive biases. Remember to keep an open mind, gather as many perspectives as you can, and explore the possibilities. Keep expanding your toolkit, and never rely on just one source. Verify everything, and build your network of experts. It’s the only way to keep those biases from interfering with finding and reporting the truth.

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Here’s a breakdown of best practices to help you search online court records more efficiently and effectively:

Understand the Structure

Know your courts before starting the search. Federal courts handle civil and criminal cases that involve constitutional matters and federal statutes, interstate disputes, and specialized cases like bankruptcy or immigration. State courts manage criminal and civil cases involving state statutes, including family law, personal injury, and probate matters. And each system has multiple levels—from trial courts to appellate courts. To learn more about court structure, check out United States Courts and Understanding State Courts.

Use Multiple Databases

Relying on a single source is a common mistake. No database covers everything. Some top resources for court records include:

• PACER for federal cases
• United States Tax Court (U.S. tax court is not included in PACER)
• Judyrecords for extensive state and federal coverage
• CourtListener and Justia for opinions
• State, county, and municipal court websites for local cases
• Fee-based databases like LexisNexis CourtLink or Westlaw from Thomson Reuters, which cover multiple jurisdictions and include advanced search options

Know What a Docket Is

A docket, or docket sheet, is a list of actions and running summary of a court case. It generally includes party names, nature/cause of action, dates, outcome, court and judge, attorneys and addresses, and documents/motions filed. In many sources, you are only searching the docket and not full documents such as the complaint, motions, or orders.

Read and Use Disclaimers

Always check database disclaimers. These sections explain what’s included and excluded, lag times (time between creation of the record and when it appears online), and whether the record qualifies as the “official” version. Knowing the limitations will help you decide whether you need to verify the data offline. Also add some disclaimers to your reports indicating that these searches may not include all cases. It helps to manage expectations.

Ask the Right Questions

Before you begin your search, prepare by asking yourself or your client some important questions:

• What is the jurisdiction? Do I know all the places my subject has lived or worked?
• Am I looking for civil or criminal cases or both?
• Who are the parties involved and what are their full names?
• What is the time frame that needs to be covered?
• Do I need need all cases or just open cases?
• Do I need certified copies of the documents?

Having clear answers will streamline your search and help you focus on the most relevant sources.

Know When to Go Offline

Not everything is online. If you suspect that the online information is missing, incomplete, or not the official record, don’t hesitate to call the courthouse or use the services of court runners. Court records are often fragmented, and phone verification can save hours of digital frustration. In some cases, the client may require hard copies of court documents and not the online record.

Searching online court records takes time, patience, and a careful strategy. With the right tools and best practices, you can unlock critical insights that you might otherwise miss.

Check out the latest online courses on my training page, including Mastering Online Public Records: Court Documents. 

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What are Business Registration Records?

Business registration records are official documents filed with a government agency, typically the Secretary of State here in the U.S. They are required by law for private and public companies when a business is first set up, and the firm must file annual and other periodic documents.

Why are Business Registration Records Important?

They protect the business – Once a company registers with the proper authorities, it acts as the official identification recognized by the state. This ensures that each business has a unique name and prevents any conflicts with other businesses. Registration also adds legitimacy, and it tells others that they are, in fact, a business.

They protect the public – Business registration records can help you verify that a company actually exists and whether it is operating legally. These records also inform the public about essential background information.

What Information Can You Find in Business Registration Records?

Depending on the jurisdiction, these documents may include these valuable nuggets:

Basic company information – Legal name, address, type of business entity (corporation, LLC, etc.), subsidiaries, date of formation, and other details

Ownership information – Names and addresses of owners, directors, or officers, as well as any ownership changes

Registered agent – The individual or entity responsible for receiving legal documents on behalf of the company

Business activities – A brief description of what the company does and who they serve

Capital structure – Information about the company’s authorized and issued shares of stock (for corporations)

How to Access Business Registration Records

The process for searching and retrieving business registration records varies by jurisdiction. Some popular online resources include:

Secretary of State websites – Most states offer online databases where you can search for business registration records. These are usually free but can be fee-based.

Public records websites – Some states and counties have online portals for accessing public records, including business registrations. Again, most of these are free, but some are fee-based.

Commercial databases – Aggregators like Dun & Bradstreet, LexisNexis, and Hoover’s offer comprehensive databases of business information, including registration records. These are fee-based.

Tips for Effective Research

Go directly to the source – Visit the Secretary of State’s website if you are looking for a specific company name and know where they operate. If not, and you’re casting a wide net, take advantage of the aggregated sources, but always verify at the source.

Use multiple sources – One source won’t answer all your questions or tell the full story, so use registration records as a starting point or to fill in some blanks. Look for clues and then expand your search, including search engines and other public records databases.

Be patient – Some databases may require a subscription or fee to access certain information. Be prepared to invest time and resources into your research. Identifying the right source and verifying results will take more time than you expect.

Manage expectations – Like any public records, results will vary, so make sure you and your clients are aware of what’s available, what’s missing, and any issues with the data. It’s important that everyone understands it’s not a quick search.

By exploring business registration records, you can gain valuable insights into a company’s background and make informed decisions about your business relationships. But make sure you understand how they work, what’s included (and what’s not), and differences among jurisdictions.

To learn more about finding and using business registration records, check out my online course, Mastering Online Public Records: Business Registrations. 

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Investigations involve working with clients from a variety of industries, and that means learning about the environment in which they operate. It’s the only way to get to the heart of client concerns. For example, when I started working with my hedge fund clients years ago, all I knew about alternative investments was the Madoff story. How could I advise my clients on risk and due diligence without knowing something about their industry?

After all this time, I’m definitely not an expert in this arena, but I learned what I needed to know to get started and developed a system for staying current. It’s more than paid off over the years when clients have asked those unexpected questions, and I discovered new ways to add value.

Industry research comes with its challenges, and – as you’ve heard me say – it helps if you have a process. For those times when I’m working in a new market, or my clients’ questions lead me there, I’ve developed this three-step process for industry research:

1. Discover When first starting out, it’s best not to jump into your search too early. Get to know what questions to ask and what words to use through the discovery process. The goal is to find authoritative sources and content by scanning the information environment. Search for industry associations and talk with industry experts. Look for basic jargon and identify content “buckets,” main topics and subtopics that most sources cover. Locate the best databases, and learn how to use them. Don’t get bogged down with too many details in this step, since you can always come back later.

2. Search Now that you have a basic understanding of sources, content, and keywords, you can start asking questions. See where it takes you and note any new terms, sources, or follow-up questions. Analyze your findings, fill in any gaps with additional searches, or go back to the discovery phase for a short time, if needed, but don’t go overboard with your research. Keep an eye on your key questions, separate the need-to-knows from the nice-to-knows, and move on.

3. Monitor In a fast-paced world, everything you learned in the first two steps of this process quickly gets stale. That’s why you need stay current. Look for news, events, and other developments by updating your research on a regular basis, or by setting up alerts and feeds through the most reliable and content-rich sources. At this stage, it’s easy to get overwhelmed, so tame the information flow with technology and by reviewing and updating your key questions. You don’t need to know everything, and this shouldn’t become a full-time job.

How do you get up to speed in a new industry and stay current? What challenges do you face with your searches and your sources? What else would you like to learn about this three-step approach to industry research? Let me know.

To learn more about the ins and outs of industry research, check out my online course, Understanding and Staying on Top of Industry Trends.

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Recorded documents are documents that are filed with a public office such as a county recorder, usually to provide a traceable chain of title for real estate and property transactions. There are more than 100 types of recorded documents, including deeds, mortgages, liens, easements, maps, and UCC filings. Vital records such as birth certificates, marriage licenses, divorce decrees, and death certificates, are also considered recorded documents

Typically, a document is recorded to ensure their authenticity and legal standing. Doing this helps prevent fraud, settle disputes, and inform the public. For researchers and investigators, this means they contain lots of valuable intelligence that can be used for due diligence, litigation, judgment enforcement, fraud investigations, and more. Names, dates, descriptions, and other nuggets contained in these legal documents make it worth learning how to find and use them quickly and effectively.

Here are some of my top tips for working with and avoiding the challenges of recorded documents:

Know your sources and when to use them
When you know the property or business location, use direct sources like the county recorder’s office. This is the official source. Sometimes , though, we don’t know locations, so that’s when it’s a good idea to cast a wider net and search many locations at once using an aggregator, a source that collects records from multiple direct sources. For public records, these might include LexisNexis, Tracers, IDICore, and other fee-based products.

Always verify at the official source
The aggregators come in handy for broad searches, but they are only a starting point. They don’t contain official records, sometimes there may be data-entry errors, and you can’t be sure the aggregator has collected all the records. That’s why you need to verify and obtain official copies at the original source. Keep in mind that, while you may be able to search records online, in some jurisdictions their online search sites are not certified, so you still may need to go in person for official documents.

Know where to look
This is where it gets tough. Recorded documents can be found in a number of different places. They may even be in two places. It all depends on local regulations. You’ll also find that different jurisdictions have different names for the same document. Many are kept on the county level with the clerk or the recorder. Others might be on the state level at the Secretary of State’s office or the Department of Health. Some states are moving towards a unified system for recorded documents, but, in most places, they’re scattered. A good rule of thumb is to start at the county level and try Googling it: jefferson county colorado deed search–but often the best approach is to pick up the phone and ask.

Recorded documents can be a goldmine for information about people, properties, and businesses. Unfortunately, searching and retrieving them can be frustrating and time consuming. To learn more about recorded documents and best practices for searching, check out my new online course and others on my training page.

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In the first case, when faced with a known topic, we have our standard sources, and we usually know where to start. Every so often, though, we’re working with a client in a new industry, or maybe we’re starting to work in a new one. In these cases, we’re in unfamiliar territory, and we don’t know where to start. What can we do?

In these situations, we have two goals:

1. Gather some background information
2. Identify the key resources

But, how do we accomplish these tasks when we’ve never done this type of research? How do we navigate this new information landscape?

First, it’s worth noting that–like most kinds of research–we won’t find answers in just one place. And Google can only go just so far.

Researching a new topic requires a process, one that takes us to multiple places, gradually discovering new information and/or clues about where to find new information. It’s about piecing our findings together to come up with the best, most reliable starting points for new research.

After spending a little time with Google or other general purpose search engine, it’s a good idea to visit some other sources that can help us learn about new topics and identify starting points for research.

Here are some of my current favorites to use when I’m researching a new topic:

Wikipedia – Yes, I know its limitations for deeper research, but for a top-level view of a new topic and maybe some leads to new sources, Wikipedia does the job well. Of course, results depend on the subject and the amount of interest, so sometimes there’s not much there. Again, it’s just one of many places to look, so keep going.

LibGuides – University librarians like to create topical research or study guides, sometimes called LibGuides. They often contain links only available to their students, but many include open sources (recommended by a university librarian!) and a brief overview of the topic. Look for these guides by searching something like this:

[your topic] library (guide OR libguide) site:edu

Generative AI – As professional researchers, we need to use ChatGPT and other GenAI tools wisely. One thing they’re good for is creating a list of authoritative sources that cover a particular topic–keeping in mind that GenAI tools have their limitations and should be used in combination with other sources.

Associations – One of the first questions to ask when researching a new topic is “Who cares?” Who cares enough to compile information on a particular topic and talk about it? Professional associations do, and their websites often include blogs, articles, and lists of experts. If it’s not online, a phone call could speed up the process.

Our networks – Connections that we’ve created and nurtured over time through LinkedIn and in-person meetings offer a wealth of information about all kinds of topics. Most connections are happy to share what they know and can be especially helpful with emerging industries or other topics that may not have a lot of online coverage.

Researching a new topic is more involved than those times when we have some experience. Try these resources for a top-level view and some starting points for research. Let me know how they work for you and if you have any others to add to the list.

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As with all types of public records, though, this useful resource comes with lots of challenges, and, to work effectively, we need to learn what those are and how to work around them. First, I’ll talk about the challenges you’ll likely encounter working with business registrations, and then I’ll get to the solutions:

You need to know where to look
In the U.S., these records are kept at the state level, which means that you need to know where the business is registered. Sometimes you don’t have that information, so the best source is one that collects records from multiple jurisdictions. The problem is that these aggregated databases often make mistakes, so you’ll likely encounter missing records and data-entry errors.

The information is self-reported
Self-reported company information can be unreliable, because no one is checking for omissions or altered facts. And, since companies report only what’s required, and sometimes not at all, the data can be bare-bones at best.

Lack of transparency
While many places provide full records online, some make it more difficult and limit access. Also, certain jurisdictions don’t include much information in the filings. In the U.S., for example, some states allow the use of just a registered agent instead of listing owners, directors, or shareholders, and we even see registrations without business addresses.

Limited coverage and availability
As with all public records, the database may not include everything. Some limit inactive records to just the past 12 months, and older documents may not be in digital format. Each jurisdiction sets the rules, so everything varies by location.

Limited search capabilities
Some states allow you to search by company name, address, directors, or other advanced options, but others may not. You’ll often see basic searching by company name only, making it difficult to find, for example, all companies in which an individual is involved.

How can you make the most of these challenges when working with business registration records?

• As with any type of research, know your sources and when to use them. Go directly to the Secretary of State’s website if you are looking for a specific company name and know where they operate. If not, and you’re casting a wide net, take advantage of the aggregated sources, but make sure you’re aware of their limitations.
• Verify everything. If you’re using an aggregator, always verify these records with the Secretary of State or other direct source. Even direct sources contain errors, so do some additional public records and media research.
• Remember that one source won’t answer all your questions or tell the full story, so use these registration records as a starting point or to fill in some blanks. Look for clues and then expand your search. Google addresses and names to identify connections and keep going from there.
• Manage expectations. Like any public records, results will vary, so make sure you and your clients are aware of what’s available, what’s missing, and any issues with the data.

Business registrations help us gather intelligence about people and companies. Like all public records, you’ll get better results if you learn what challenges they offer and how to work around them.

What issues and solutions would you add to these lists?

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The technical term is cognitive bias, and it means that our assumptions and beliefs affect how we process or interpret our findings. It means that we alter our judgments based on these biases, and it distorts the truth.

When you’re conducting research or an investigation, it’s important to park your biases and proceed with an open mind. We’re not there to judge or prove anyone else’s point. We need to focus on the facts. And we can’t do our best when opinions get in the way.

What are some of the most common cognitive biases that you might encounter when you’re gathering information for research and investigations, and what can you do to avoid them? Here are just five that might come into play:

1. Confirmation bias – Favoring information that conforms to our opinion or hypothesis and discounting what doesn’t
We’re not here to prove what our clients want us to prove. We’re not here to judge the information we find, except for its authenticity and reliability. Just gather and report the facts, adding context as appropriate.

2. Anchoring bias – Relying too heavily on the first piece of information that we find
We all do it. We get excited when we finally find something useful and base the rest of the investigation on that one piece. While we need to follow leads, spend a little more time on gathering those initial facts before making changes in direction.

3. Automation bias – Over-reliance on automated tools and not verifying through manual methods
Comprehensive reports, packaged due diligence, online court record systems, software for mining social media, and other tools save time, but they’re a starting point. It’s just raw data that needs to be analyzed and verified, often through boots-on-the-ground research.

4. Overconfidence bias – Overestimating our ability or knowledge in a particular area
A lot of research and investigations is specialized these days, and you can’t do it all. I’ll never be able to take on surveillance cases, and even some research, like verifying patents, is best left to the experts.

5. Bias blind spot – Recognizing the effect of bias in the judgment of others but not in ourselves
Yes, it can can happen to any of us. We’re only human, and our own biases can get in the way. Take stock of how you approach your research, and stay aware throughout the process.

Don’t taint your research and investigations with cognitive biases. Keep an open mind, gather as many perspectives as you can, and explore the possibilities. Expand your toolkit, and never rely on just one source. Verify everything, and build your network of experts. It’s the only way to keep those biases from interfering with finding and reporting the truth.

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In previous posts, I’ve talked about the first five steps of the Big6^TM approach to finding better information in less time. In Step 5 of this process, you’ve transformed the data into insights and created the finished product. In the sixth and final step, it’s time reflect. There’s always room for improvement, and it’s important to spend a few minutes evaluating your finished product and your process.

Evaluating your product

Whatever the outcome of your research, you’ll have something to show for it at the end. Maybe you just needed information for your own use, or perhaps you’re sending it off to someone else. Before you consider it done, take a few minutes to look back at Step 1, defining your task, and ask these questions:

• Did I solve the information problem?
• Did I meet my or my client’s goals?
• Do I have answers to my/their questions?
• Does the product meet the requirements?
• Is my report decision-ready?

Evaluating your process

You may have ended up with a perfect product, reaching all the goals and requirements defined in Step 1, but was the process efficient? Most of us can’t afford to waste time or money getting the answers we need. Think of all the research you do in the course of your work and how just small amounts of waste can add up. Again, it’s time to ask some questions:

• Which parts of this process were particularly useful?
• Which parts gave me the most trouble?
• How much time did I spend on this task?
• Did I miscalculate the amount of time needed for the task?
• Did I stay on budget?
• Where did I waste time and/or budget?

Once you’ve evaluated your results, it’s time to ask the most important question of all:

What could I have done differently?

It’s not enough to identify problems. Go back through each step of your process to see where you can improve. If there’s anything you can fix before sending to someone else, do that now. And here are some considerations for better outcomes in the future:

• Do I need to ask better questions before starting the search?
• Do I need to manage my or my client’s expectations?
• Do I need different sources or more training on the ones I’m using?
• Do I need more training on writing reports, citing sources, or copyright laws?
• Which of the five previous steps gave me the most trouble?
• Do I know where to get the help I need?

Whether you’re conducting research for yourself or others, keep looking for ways to improve. Find the right people to ask and the training you need. And don’t forget to ask a librarian, because they’re experts at research and sources.

I’m looking forward to sharing more about getting better research results and saving time in the process at the Fraud Retreat in Denver, Colorado. Hope to see you there!

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