Use a request log to distinguish records you already possess from records sought from another custodian. Keep the request itself, its delivery information, the response, and the production in separate linked entries. A request and a response are not the same event.
Start with the source#
Describe the category of records, the relevant period, the named custodian, and the requester’s documented relationship to the records. Personnel files, payroll information, benefit-plan documents, signed agreements, and medical records should not be combined into an undifferentiated demand.
Working table#
Print this page or reproduce the blank table in a private document. Use “unknown” where the record does not answer a question. The dashes are intentional blank fields, not findings.
| Request ID | Custodian and record category | Period requested | Request/delivery source | Response and production IDs | Missing items or stated objection |
|---|---|---|---|---|---|
| — | — | — | — | — | — |
| — | — | — | — | — | — |
| — | — | — | — | — | — |
| — | — | — | — | — | — |
How to use the record#
Compare a production with the request line by line. Record whether material was supplied, partly supplied, described as unavailable, withheld for an identified reason, or not addressed. Preserve envelopes, delivery receipts, portal acknowledgments, and accompanying explanations where lawfully available. Keep your request wording stable; record amendments as new versions.
Limits and contrary evidence#
This log does not establish that a custodian must produce a category, that a request was legally effective, or that a deadline has expired. A limited access right does not create unrestricted access to another person’s information or to all records held by an employer or agency.
Review questions#
- What precise record is being requested?
- What proves delivery to the intended recipient?
- Is an apparent omission a missing page, an excluded category, or a disagreement over scope?
Related worksheets#
Chronology · Agency Correspondence and Exhibit Index · Preservation and Records-Distinction
Private use of completed worksheets. This page is a blank organizing aid, not a place to submit records. Keep completed versions and identifying attachments private. Use only information you are authorized to possess and share. Do not post patient, personnel, witness, or privileged material.
This worksheet does not provide legal advice, calculate a deadline, determine a claim, assess clinical care, or replace professional review. It is not an emergency reporting channel.
Important legal-information notice#
KPSGILL.com is not a law firm. No one at KPSGILL.com is a lawyer, and no person associated with the website provides legal advice through these Roadmaps.
The CFMG–Wellpath Claims & Accountability Roadmaps are provided for general educational, research, public-interest, and informational purposes. They explain legal concepts, statutes, cases, procedural issues, evidence considerations, and publicly available records in general terms.
Nothing on KPSGILL.com creates an attorney-client relationship. Reading the website, using a worksheet, following a Roadmap, sending information to the website, or communicating with anyone associated with KPSGILL.com does not make that person your lawyer and does not create attorney-client privilege or confidentiality.
The Roadmaps do not determine whether any particular person has a valid legal claim, who should be sued, what claims should be brought, what defenses apply, what a case is worth, or when an individual filing deadline expires.
Laws, regulations, court decisions, procedural rules, and filing deadlines can change and can depend upon facts, jurisdiction, custody status, employment status, the identity of the parties, and other circumstances. A general limitation period or procedural rule described on this website should never be treated as a calculation of an individual's actual deadline.
Anyone considering a legal claim, responding to a lawsuit, facing a filing deadline, deciding whether to preserve or disclose records, or making another decision with legal consequences should consult a qualified licensed attorney in the appropriate jurisdiction.
Primary sources should be reviewed independently. Where a Roadmap discusses CFMG, Wellpath, counties, clinicians, employers, or other entities, the discussion should not be understood as establishing liability merely because an entity or legal theory is discussed.