Once a request is fulfilled, it moves to the archive. This article covers how to access closed requests and why the audit trail matters.
The Closed Request Archive
Completed requests are stored in a searchable archive. You can find them from the Records Requests dashboard.
Search or filter by:
Requester name or email
Date range (submitted or completed)
Keywords from the request description
Use this when:
A requester follows up about a previous request
You get a similar request and want to see how the last one was handled
Supervisors or legal need to review past fulfillments
What the Audit Trail Captures
Every request in Records Requests has an audit trail that records what happened and when. This includes:
Event | What's recorded |
Request received | Timestamp, source (portal or email), requester details |
AI agent search | What the agent searched for, what it found |
Media attached | Which media items were attached, by whom, and when |
Redactions applied | What was redacted, by whom (manual and auto) |
Status changes | Each status transition with timestamp and user |
Records released | When the magic link was sent, when it was accessed |
The audit trail is automatic — you don't need to do anything extra to create it. The system records these events as you work.
Why the Audit Trail Matters
Legal defensibility
If a requester, attorney, or court challenges how a records request was handled, the audit trail is your evidence. It shows:
You searched. The trail records what was searched and what was found, including null results.
You redacted correctly. Redaction events show what was removed and by whom.
You met the deadline. Timestamps on receipt and completion prove compliance.
You released the right version. The trail shows which media (original or redacted) was sent to the requester.
AI transparency
The AI agent's actions are logged in the audit trail. If someone asks how records were found or why certain results were returned, the trail shows what the agent did. This is important because:
AI involvement should be auditable internally
You can explain what the agent searched and verify its results
If a result was wrong, the trail shows you caught it and corrected with manual search
Repeat requests
When the same records are requested again (by the same or different requester), the audit trail from the first request saves time. You can see exactly what was found and released before.
Tips
Don't delete closed requests. They're your institutional memory and legal protection.
Reference the audit trail when responding to challenges. It's more credible than relying on someone's memory of what they did.
Review periodically. If you're a supervisor, spot-check the audit trail on completed requests to make sure your team's process is consistent.