What is the purpose of documenting the request and release actions for records requests?

• A. The requestor's identity and date only.
• B. The legal basis for the request and the identity of the requester.
• C. The request, the authority, the information released, and the date of release, with the disposition.
• D. No documentation is required.

Answer: (C)

Documenting requests and releases creates an auditable trail that shows exactly how each records request was handled. It should capture the request itself, the authority under which the request was processed (the statute, policy, or rule that authorizes disclosure), the information that was released or withheld (including any redactions), the date of the release, and the final disposition (approved, partially approved, denied). This level of detail is essential for accountability, privacy protection, and compliance with records-management laws. It allows the agency to demonstrate that actions were taken within legal authority and in a fair, consistent manner, supports responses to appeals or audits, and provides a clear decision path if questions or challenges arise. Without these elements, you can’t prove what was released, when, or under what authority, which weakens accountability and compliance.