Prepare the evidence the request actually asks for
In this fictional Northstar Works example, an audit request names a subject, a period, and a delivery route. Use those details to identify relevant source records, keep unrelated material out of the response, and hand the evidence off through the channel specified in the request. This guide helps with preparation; it does not interpret policy or replace the request coordinator’s direction.
Use the request to set the boundary
These examples illustrate how to match records to scope, not what any organization must retain or disclose.
Request: approved purchasing for April through June. Locate purchase orders and matching invoices for that period and population. Do not add a full vendor file when it is not requested.
Request: “recent supplier activity.” The period and supplier population are not defined. Ask the request coordinator to clarify before collecting or sending records.
A requested invoice bundle includes unrelated pages or sensitive details. Pause and ask the coordinator or designated handling role how to limit or handle the material before delivery.
Prepare and hand off the evidence
Follow the request’s stated scope and routing instructions.
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1
Read the request
Note the subject, covered period, requested record types or format, reference identifier, delivery instructions, and any stated confirmation method.
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2
Identify source records and owners
For each requested record, identify the system or repository where the original is maintained and the role responsible for that source. Ask the source-record owner when you cannot identify the authoritative record.
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3
Gather only relevant records
Match each record to the request’s subject and period. Keep the original context needed to understand the record; do not add unrelated files simply because they are available.
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4
Check scope and sensitive content
Review the material for unrelated records or sensitive content. If handling, redaction, or inclusion is uncertain, stop and ask the request coordinator or the designated handling role before sending.
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5
Deliver and retain confirmation
Use the approved channel named in the request. Include its reference and a concise description of the evidence, then retain the receipt or acknowledgement available through that channel. If no channel is named or accessible, contact the coordinator through the established internal route.
Quick reference: match records to the request
Illustrative examples only; this table is not a records inventory or system of record.
| Request signal | Records to locate | Boundary or clarification point |
|---|---|---|
| Selected-period purchasing | Purchase order and matching invoice for the named period | Do not add unrelated vendor records; clarify if the period or population is unclear. |
| A named transaction or reference | The source record identified by that reference and its directly relevant support | Ask the coordinator if the reference matches more than one record or the requested support is not clear. |
| A broad request with no defined period | Do not assemble a broad record set yet | Ask the coordinator to define the period, population, and requested record types. |
| Material containing unrelated or sensitive content | Pause before sharing the material | Ask the coordinator or designated handling role how to proceed through the approved process. |
Make the handoff traceable
Use the route named in the request; do not substitute an unapproved channel.
Use the approved delivery channel specified in the request.
Include the request reference and a concise description of the records being delivered.
Retain the receipt or acknowledgement that the channel provides.
If the request does not identify a channel, or you cannot access it, contact the request coordinator through your established internal route before sending any records.
Who does what
Responsibilities below describe the handoff roles in this example. Use the coordinator route stated in the request when you need clarification; this page does not supply a contact directory.
Request coordinator
Clarifies requested scope and routing; coordinates the response and answers questions about the request.
Source-record owner
Locates the relevant source record and explains its context or authoritative location.
Employee supporting the request
Matches evidence to the stated scope, pauses when handling is uncertain, and uses the specified delivery and confirmation method.