Finding the right records is the core of fulfilling a request. This article covers how the AI agent searches automatically, how to search manually when you need to, and how to verify you've found everything.
AI Agent Search
When a request comes in, the AI agent automatically searches your agency's media for matching records. It looks across:
Call audio recordings
Radio traffic / transmissions
CAD (Computer-Aided Dispatch) records
Other indexed media in your system
The agent reads the request description, identifies what to search for (dates, times, incident details, etc.), and returns results with a confidence indicator.
Reading the results
High confidence — The agent is fairly certain these are the right records. Verify against the request description and proceed.
Low confidence — The agent found some matches but isn't sure they're right. Review carefully and consider supplementing with manual search.
No results — The agent didn't find anything matching. This doesn't mean records don't exist; you'll need to search manually.
Manual Search
If the agent didn't find what you need, or you want to verify its results:
Click Find Media in the request.
Use the search filters in the Data section:
Date/time range — Narrow to the period the request covers
Media type — Filter to specific types (audio, radio, CAD, etc.)
Keywords — Search by terms in the request
Browse the results.
Click the three-dot menu on a media item and select Add to Records Requests to attach it to the request.
Start broad, then narrow. Search by date range first, then filter by type. It's better to review a few extra items than to miss something.
Verifying Completeness
Before you release records, ask yourself:
Does the result cover everything the requester asked for? Check each part of the request against what you've attached.
Are there date gaps? If the request covers March 1–5, make sure you have records for each day (or know why a day is missing).
Did you check all systems? Records may live in different places. The agent searches indexed media, but some records may only be available through upload.
If you're not sure whether you've found everything, document what you searched and what you found. This creates a defensible record. See Closed Requests and the Audit Trail for why this matters.
Handling Null Results
Sometimes there genuinely are no matching records. When this happens:
Document what you searched (date range, media types, keywords).
Confirm you checked all relevant systems.
Complete the request with a note explaining that no responsive records were found.
A null result is a valid outcome. The key is being able to show you looked.
Tips
Use the agent as a starting point, not the final answer. Even with high confidence, do a quick sanity check.
Multiple media types may apply. A request for "all records from an incident" could include call audio, radio traffic, AND CAD data.
Upload what's missing. If you find records outside of GovWorx that need to be included, upload them and attach them to the request. See Fulfill and Release a Public Records Request step 4.