Legislative Database Search: Strategies & Tips

min. read

December 24, 2024

Legislative Database Search: Strategies & Tips

Searching legislative databases effectively is crucial for policy professionals. Here's a quick guide to mastering your searches:

Use targeted keywords and Boolean operators (AND, OR, NOT)
Leverage advanced search features like field-specific searches and date ranges
Set up alerts to stay updated on new legislation
Utilize multiple databases for comprehensive research

Key strategies:

Start broad, then narrow your search
Use subject headings for more relevant results
Cross-reference findings across different databases
Keep a search log to track your methods and results

Remember: Good searching is iterative. Refine your approach based on initial results.

Database	Strength	Weakness
Westlaw	Excellent research tools	Expensive
LexisNexis	Vast collection	Complex interface
Congress.gov	Official source, free	Limited advanced features
Govinfo.gov	Comprehensive federal docs	May lack some state-level info

By mastering these techniques, you'll navigate legal information efficiently and stay on top of legislative changes.

What Are Legislative Databases?

Legislative databases are digital libraries of legal info. They're essential for lawyers, policymakers, and researchers who need quick access to laws and regulations.

There are three main types:

Government databases: Official and often free
Commercial databases: Paid with advanced features
Academic databases: For scholarly legal research

Each type has its own purpose, but they all aim to make legal info easier to find.

Types of Databases

Here's a quick breakdown:

Type	Description	Example
Government	Official, free sources	Indiakanoon
Commercial	Paid, advanced features	Westlaw, LexisNexis
Academic	Scholarly research focus	HeinOnline

Government databases like Indiakanoon offer free access to Indian case laws. They're great for basic searches but might lack some bells and whistles.

Commercial databases like Westlaw and LexisNexis are the big players. They offer a ton of legal materials and tools, but you'll have to pay for them.

Academic databases like HeinOnline are perfect for diving deep into legal history.

Features and Limits

Most legislative databases let you:

Search for specific laws
Access historical documents
Track changes in legislation

But they're not perfect:

Some have access restrictions
Info might be outdated
Coverage can vary

For example, LexisNexis Academic is easier to use for students, but it doesn't have all the fancy features of the pro version.

Comparing Popular Databases

Let's look at some well-known options:

Database	Strength	Weakness
Westlaw	Great research tools	Pricey
LexisNexis	Huge collection	Tricky to use
Manupatra	Lots of Indian legal docs	Not much international stuff
LLMC-Digital	Strong in U.S. legal history	Mostly old documents

Each database has its pros and cons. LLMC-Digital is great for historical research but not so much for current legal issues.

Manupatra is perfect for Indian legal pros but might not help much with international law.

The best database for you depends on what you're looking for. Think about your research goals and the type of legal info you need before choosing one.

Basic Search Methods

Let's dive into some key techniques to boost your legislative database search skills.

Using Keywords

Keywords are your best friends in legal research. Don't just use everyday terms. Instead, go for specific legal phrases.

For example:

Bad: "senior housing"
Good: "Long-Term Care Homes"

Want to get even more specific in Westlaw? Try the "SD" field:

SD(long-term care homes)

This narrows your search to the most relevant statute sections.

Boolean Operators

Boolean operators are search superpowers. Here's a quick cheat sheet:

Operator	What it does	Example
AND	All terms must appear	"negligence AND trespass"
OR	Either term works	"mental state OR mens rea"
NOT	Excludes a term	"mediation NOT arbitration"

Try this: "(juvenile OR youth) AND detention"

It'll find docs with "juvenile" or "youth", plus "detention".

Searching for Phrases

Want an exact match? Use quotes. It's great for specific legal terms:

"duty of care"
"fourth amendment"
"bending toward justice"

Pro tip: Try searching with AND without quotes. You might get different results.

Wildcards and Truncation

These tools help you catch variations of words:

Truncation: Use * at the end. "Communicat*" finds communicate, communication, etc.
Wildcards: Use ? for one letter. "Wom?n" finds woman and women.

Perfect for catching different forms of legal terms.

Advanced Search Tips

Want to find exactly what you're looking for in legislative databases? Here are some pro-level search techniques:

Target Specific Fields

Don't waste time sifting through irrelevant results. Use field codes to zero in on what matters:

Westlaw example: TI(healthcare reform) searches only titles
AU(Smith) finds documents by a specific author

Find Words Close Together

Use proximity operators to find related terms:

Database	Example
EBSCO	healthcare w5 reform
ProQuest	healthcare near/5 reform
Westlaw	healthcare /s reform

These find "healthcare" within 5 words (or same sentence) of "reform".

Narrow by Date

Track legislative changes by time period:

Lexis example: date aft 2020 (after 2020)
date bef 01/01/2022 (before January 1, 2022)

Focus on Specific Jurisdictions

Don't get bogged down in irrelevant laws. Use jurisdiction filters:

Bloomberg Law lets you pick specific states or federal circuits

Combine these techniques to laser-focus your searches and save time.

Using Database Interfaces

Navigating legislative databases doesn't have to be a headache. Here's how to make the most of them:

Common Interface Parts

Most legislative databases have these key elements:

Search bar
Filters
Results display
Advanced search link

Take Congress.gov. Its homepage search form defaults to current Congress collections. Want more? Use the drop-down menu to expand your search.

Advanced Search Forms

Advanced search forms are your secret weapon. They let you:

Feature	What it does
Boolean operators	Connect search terms (AND, OR, NOT)
Field-specific search	Target specific info (like bill numbers)
Date range selection	Narrow results by time
Document type filters	Focus on bills, resolutions, or laws

On Congress.gov, click "MORE OPTIONS" on the search results page for extra search power.

Saving and Organizing Results

Don't let your hard work go to waste. Here's how to keep track:

1. Save searches

Most databases let you save queries. On Congress.gov, just click "Save this Search" on any results page.

2. Set up alerts

Stay in the loop. On Congress.gov, create an account to get email alerts for new results, committee meetings, and member activities.

3. Use folders

Some databases, like Westlaw, let you organize documents into custom folders.

4. Export options

Look for ways to download or email your results for offline use.

Choosing Good Search Terms

Picking the right search terms can make or break your legislative database searches. Here's how to do it right:

Finding Relevant Terms

Start simple. If you're looking into marijuana laws, "marijuana" is your go-to. Then:

Make a quick list of basic terms
Skim bill names for more words
Check out Google's Autocomplete for ideas

"The purpose of keyword research is to not only find the right keywords that will drive business to your firm, but also to go deep and learn how you can become the go-to expert in your market." - Casey Meraz, CEO of Juris Digital

Using Similar Words

Don't stick to just one word. Mix it up:

Original	Related
Marijuana	Cannabis, Hemp, CBD
Robbery	Theft, Stealing, Burglary

Try wildcards:

"Mari*" catches "marijuana" and "marihuana"
"Wom?n" grabs "woman" and "women"

Common Mistakes to Avoid

Names overload: Too many company or people names = too much noise.
Ignoring early results: Don't skip tweaking your terms based on what you find first.
Email signature trap: Skip words you'd see in signatures.
Boolean blindness: Use AND, OR, NOT to fine-tune:
- "marijuana AND medicinal"
- "theft OR robbery"
- "marijuana NOT hemp"

Remember: Good searching is a back-and-forth game. Start big, then zoom in based on what you find.

Improving Search Results

After searching a legislative database, you'll often need to refine your results. Here's how:

Using Filters After Searching

Filters narrow down your initial search results. They're usually on the left side of the results list.

Common filter types:

Bill Type
Chamber of Origin
Committee
Congress
Sponsor
Status of Legislation
Subject - Policy Area
Legislation Date Range

To use filters:

Start broad
Apply filters to focus
Use multiple filters to pinpoint

Example: Researching recent marijuana legislation

Search "marijuana"
Filter "Bill Type" to Bills
Use "Date Range" for last 2 years
Add "Status of Legislation" for laws only

"Not all bills go to a committee. Using this filter will exclude those bills."

Sorting Results

Sorting helps identify relevant results quickly:

Sort Option	When to Use
Relevance	Default, based on search term frequency
Date	Time-sensitive research
Document Title	Looking for specific bill names
Jurisdiction	State-specific legislation

To change default sorting:

Click "More" (upper right)
Select "Settings"
Choose from "Content Type" drop-down under "Default 'Sort by' Settings"
Click "Save"

Finding the Best Results

To spot helpful information:

Use detailed view for more context
Check "Held by" filter for record location
Use reference sort for sequential records
Combine filters and sorting (e.g., date descending after filtering for a specific committee)

Can't sort with over 10,000 results? Use filters to reduce your result set first.

Using Metadata and Indexing

Metadata and indexing are crucial for finding laws and bills in legislative databases. Here's how to use them effectively:

Database Indexing Basics

Database indexing organizes legal documents for quick retrieval. It works by tagging documents, creating a searchable index, and linking tags to full content. This lets you search efficiently without scanning every document.

Using Subject Headings

Subject headings are pre-set topic labels that group similar documents. They offer focused results, consistent terminology, and links to related topics.

To use subject headings:

Start with a keyword search
Note useful subject headings in results
Click on promising headings to explore related items

"A Subject Heading search almost always produces more relevant results than keyword searching." - Lillian Goldman Law Library

For example, searching "Contracts United States" as a subject will find more relevant results than a general keyword search for "contracts".

Bill Numbers and Codes

Each bill has a unique identifier. Knowing these codes can speed up your search:

Code Part	Meaning	Example
H.R.	House of Representatives bill	H.R. 1
S.	Senate bill	S. 100
H.J.Res.	House joint resolution	H.J.Res. 1
S.J.Res.	Senate joint resolution	S.J.Res. 1

To find a specific bill:

Use the bill number search option
Enter the code and number (e.g., "H.R. 1")
Select the correct Congress if needed

Can't find a bill number? Call LEGIS at 202-225-1772 for help.

The Senate Calendar of Business and Congressional Record, published daily when the Senate is in session, list current legislation.

Searching Multiple Databases

Want to supercharge your legislative research? Search across multiple databases. Here's how:

Multi-Database Search Tips

Use your library's discovery search box. It's like Google for databases.
Try Google Scholar. It digs through articles, books, and even court opinions.
Mix paid and free resources. Paid databases have fancy tools, but free ones can fill in the gaps.

Comparing Results

Don't just take one database's word for it:

Cross-check your findings
Spot any info mismatches
Use advanced search in Lexis and Westlaw to zero in on what you need

Database	What It's Good For
Lexis	All the case law you can handle
Westlaw	Legal commentary galore
Bloomberg	Business law central

Finding Unique Content

Each database has its own secret sauce:

Look for database-specific goodies
Dig into specialized collections
Use field searches to uncover hidden gems

"Having practical, current resources is essential." - Law Insider

Remember: More databases = more comprehensive research. Happy hunting!

Keeping Up with Law Changes

Staying informed about legislative updates is key for policy pros. Here's how:

Setting Up Alerts

Congress.gov's alert system is a goldmine:

Get email updates on bill activity
Save searches and get notified about new results
Stay in the loop on appropriations and passed legislation

For state-level stuff, LegiScan's got you covered:

Keyword alerts for new or changed bills
Daily or weekly email summaries

RSS and Email Updates

Tech can make your life easier:

Use LegiScan's RSS feeds for issues, searches, and regions
Try GovTrack's email alerts and RSS feeds for federal bills
Get monthly legal updates from services like SixFifty

Following Bill Progress

Track bills from start to finish:

Congress.gov's saved search alerts let you monitor specific changes
Check U.S. House and Senate websites for real-time updates

Website	What You'll Find
Congress.gov	Bill status, full text, Congressional Record
U.S. House	Current activity, bill status, schedules
U.S. Senate	Recent votes, active legislation
GovInfo	Bill info from 1993 on, daily updates

"Having practical, current resources is essential." - Law Insider

Fixing Common Search Problems

Searching legislative databases can be tricky. Here's how to solve common issues:

Too Many or Too Few Results

Got too many results? Try this:

Use AND to add specific keywords
Put exact phrases in quotes
Filter by date or jurisdiction

Example: Instead of "healthcare law", try "healthcare AND "Affordable Care Act" AND 2010..2023".

Not enough results? Do this:

Use broader terms
Add OR for synonyms
Use wildcards (* or ?) for variations

Example: Change "medical malpractice lawsuit" to "medi* AND (malpractice OR negligence) AND (lawsuit OR litigation)".

Inconsistent Results

Different databases = different results. Here's what to do:

Use multiple databases
Stick to term and connector searching
Sort by relevance, not just date

Database	Sorting Option
Westlaw	Relevance
Lexis	Best Match
Fastcase	Most Relevant

Database-Specific Issues

Each database has its quirks:

1. Missing data:

Congress.gov sometimes has gaps. For example, the Congressional Record for February 8, 2017, Vol.163, Issue 22 is missing.

2. Format inconsistencies:

Some docs aren't in all formats. In the 116th Congress, H.Res.798 and H.Res.755 weren't in XML.

3. Access problems:

For off-campus access:

Use the library website and proxy server
Check URL formatting
Try a different browser

Still stuck? Report it using your school's problem reporting form.

Tips for Efficient Searching

Creating a Search Plan

Before you start, make a quick plan. It'll save you time and get you better results.

1. Break down your topic

Figure out the main ideas in your research. Let's say you're looking into healthcare reform laws. Your main concepts might be:

Healthcare
Reform
Legislation

2. Brainstorm search terms

For each concept, think of related words. Here's an example:

Concept	Related Terms
Healthcare	Medical care, health insurance, patient care
Reform	Change, overhaul, modification
Legislation	Bill, act, statute, law

3. Choose databases

Pick the right databases for your search. For U.S. federal laws, try:

Congress.gov
Govinfo.gov
Westlaw
LexisNexis

Recording Search Methods

Keep track of what you search. It helps you improve and avoid doing the same work twice.

Make a search log with:

Database used
Search terms
Filters used
Number of results
Useful documents found

Here's what a log entry might look like:

Database: Congress.gov
Search: "healthcare reform" AND (bill OR act) AND 2010..2020
Filters: Legislation, Enacted Laws
Results: 127
Useful docs: H.R.3590 - Patient Protection and Affordable Care Act

Working with Others

Teamwork can make your search much better. Here's how:

Share tips: Tell each other about good ways to use databases or make searches.
Split up the work: Give different tasks to different people.
Use team tools: Use shared documents or special software to collect what you find.
Check in often: Have quick meetings to talk about how it's going.

Legal and Ethical Issues

Using legislative databases comes with legal and ethical responsibilities. Here's what you need to know:

Access Limits

Not all databases are open to everyone. Many have strict rules about who can use them.

For instance:

Harvard Law School gives students special codes for Lexis, Westlaw, and Bloomberg Law.
HLS faculty and staff can get accounts by emailing research@law.harvard.edu.
Some databases are only for current members of certain academic groups.

Always check who's allowed to use a database before you dive in.

Citing Legal Documents

Citing legal documents isn't just good practice—it's a must. Here's the basics:

Most citations include the document name, legal series abbreviation, and date.
For U.S. Supreme Court cases, use the United States Reports (U.S.) format.

Example:

Morse v. Frederick, 551 U.S. 393 (2007)

This means it's in volume 551 of the United States Reports, starting on page 393.

For statutes, it looks like this:

17 U.S.C. § 501

That's Title 17 of the United States Code, section 501.

For serious legal work, grab the Bluebook. It's the go-to guide for citations.

Privacy Concerns

Legal research often involves sensitive info. Here's how to handle it:

Know the data privacy laws to avoid trouble.
The FTC can come after companies for unfair or deceptive practices.

To keep things private:

Use strong security measures.
Only look at what you're allowed to see.
Be careful with sensitive legal data.

Breaking privacy rules can land you in hot water. The FTC might step in if you're not careful with data security or privacy rights.

Conclusion

Mastering legislative database searches can supercharge your policy research. Let's recap the key points:

Use targeted search criteria to cut through the noise
Leverage advanced search features for precision
Build keyword lists to streamline tracking
Know legislative session timelines
Use tools like FiscalNote or Plural's Global Bill Search

But finding bills is just the start. Here's what else matters:

1. Get the context

Dig into the background. What problem does the bill tackle? Use state legislature sites, OpenStates.org, or Legiscan.com.

2. Uncover the intent

For legislative histories, focus on joint explanatory statements and committee reports. They reveal what Congress was thinking.

3. Stay sharp

"Listen to your members, pay attention to your committees, and go on site visits. You never know what issue might pop up." - Sandy Guenther, AAOMS

Keep your ear to the ground. Issues can emerge out of nowhere.

4. Mix it up

Don't stick to one source. Blend primary and secondary resources for a fuller picture.

5. Document everything

Track your methods and findings. It'll boost your skills and help your team.

Appendix: Legal Database Terms

Here's a quick guide to common terms you'll see in legislative databases:

Action Codes: Short codes for key legislative stages. Example: "INTRO" for bill introduction.

Amendment: A proposed bill change. Crucial for tracking how bills evolve.

Bill: Main way to propose law. In Congress, they're H.R. (House) or S. (Senate).

Bill Summary: Short description of a bill's key points. Great for quick scans.

Boolean Operators: Words like AND, OR, NOT to combine search terms. Example: "healthcare AND reform".

Case Law: All reported court decisions in a jurisdiction. Helps understand how statutes are interpreted.

Citator: Tool showing how legal authorities were used later. Examples: Shepard's Citations, KeyCite.

Docket Number: Unique ID for each new court case. Use it to track cases across databases.

Slip Opinion: First version of a court decision, before the final official version.

Wildcard: Symbol (often * or ?) in searches for unknown characters. Example: "legislat*" finds "legislate", "legislation", etc.