How should preservation requests and responses be documented?¶

Keep a complete record from the reason for preservation through submission, provider confirmation, expiry and follow-on ownership. A confirmation email without the originating scope cannot show what was actually protected.

Record the decision and request¶

Document the investigative purpose, urgency and evidence of loss risk. Retain the exact identifiers supplied, categories, time range, time zone and exclusions, together with the authority, requester, sender, route, contact point and submission time. Preserve the sent request and proof of delivery or portal receipt rather than only a draft or summary.

This record allows later reviewers to determine why action was proportionate and whether the provider could identify the intended account or data.

Track the response to completion¶

Record the provider reference, acknowledgement, confirmed scope, conditions, expiry and required acquisition process. Preserve clarification questions and answers, amendments, extensions, refusals, failures and any difference between requested and confirmed categories. Separate records help when several providers or organisational systems are involved.

Name the person responsible for the next legal, disclosure or review step and its deadline. Store attachments, screenshots and case entries in an approved location. Describe preservation only to the extent confirmed by the provider; an unverified submission is not proof that records were retained.