You filed. You audited. Now you iterate. Use what you learned to repeat the request cycle and narrow with precision—until the record set is complete.

 

 

1) Map the Gaps

 

Build a simple “Gap Table” from your audit log.

 

• Requested: scope, custodians, date range, formats

• Produced: what arrived (and when)

• Missing: systems/custodians/attachments/metadata not covered

• Action: follow-up path (narrowed request, new custodian, AG/appeal)

 

Template – Gap Notice (short)

“Following your productions on [dates], the following items appear outstanding: (1) [custodian/system], (2) [date range], (3) attachments/metadata. Please confirm search parameters used and produce segregable materials, or advise if a targeted follow-up request is preferred.”

 

 

2) Narrow Smartly (Without Giving Away the Farm)

 

Refine scope; don’t abandon it.

 

• Custodians: add/remove based on email headers, sign-offs, CC lines

• Dates: anchor to project phases, meeting minutes, press releases

• Keywords: include file types (pdf, msg, zip), attachment names, IDs

• Formats: ask for native where useful; otherwise text-searchable PDFs

• Search Confirmation: request the systems, fields, and terms used

 

Template – Narrowed Follow-Up

“Treat this as a continuation of Request #[ID]. Please search [systems] for [custodians], [date range], using [terms]. Include attachments and message metadata (To/From/CC/BCC, Sent/Received, Subject, file names). Rolling production requested.”

 

 

3) Branch Out

 

Records often live around the target office.

 

• Upstream/Downstream: legal, HR, IT, communications, executive staff

• Vendors/Contractors: RFPs, contracts, deliverables, emails via agency

• Oversight Bodies: AG/appeals files, auditor, inspector general

• Infrastructure: ticketing systems, archive/journaling, meeting platforms

 

Template – Vendor/Contractor Reach

“Please produce records in the possession of your contractors related to [project], including statements of work, deliverables, and communications with agency staff, to the extent held on your behalf.”

 

 

4) Keep Pressure, Not Drama

 

Cadenced persistence wins.

 

• Rolling productions with weekly or biweekly checkpoints

• Task breakdown for fees/burden claims; stage by custodian/date

• Redaction logs or exemption-by-exemption explanations

• Preservation reminders if spoliation risk appears

 

Template – Rolling Cadence

“Please continue rolling releases each Friday of readily available items while review continues. Send a brief status note with items queued for the next tranche.”

 

 

5) Version & Verify

 

• Hash files, label tranches, note redaction changes between versions

• Save search-parameter confirmations; screenshot portals/receipts

• Update your Gap Table after every production

Repeat & Narrow Checklist

 

• Gap Table updated

• Search parameters confirmed/expanded

• New custodians/systems identified

• Narrowed follow-ups filed (with rolling production)

• Branch requests (legal/IT/vendors/oversight) submitted

• Preservation reminder sent (if needed)

• Version control & hashes recorded

 

Template – Preservation (lightweight)

“Please preserve potentially responsive records, including emails, chats, attachments, shared drives, and vendor-hosted content, pending completion of processing and any appeal.”

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You filed. You audited. Now you iterate. Use what you learned to repeat the request cycle and narrow with precision—until the record set is complete.