ADM.13:4 - Solution
ADM.13:4.1 - Name the uses the record must support
Identify who must establish what, for which subject, purpose and time. Include only uses that the applicable service, authority, obligation, recovery or record rule actually requires.
For an earlier refusal, the needed answer may be the request assessed, the applicable rule, the grounds then used and the response given. For a current provider action, the necessary record may be much smaller: an adequate current authorization and its relevant conditions.
Distinguish a required future use from speculative convenience. If an existing source can reliably supply the needed grounds within its authorized access and retention conditions, a second full copy may add no useful result.
ADM.13:4.2 - Retain the content and correspondence needed by those uses
Keep the relevant source, decision or event identity, meaning, effective time and recording time where those distinctions change the answer. Identify the material rule or instruction edition used in an earlier decision.
Separate what the source asserts, what the handler established and what action occurred. A provider instruction record does not establish its effect. A copied decision retains only the scope its actual authority and conditions support.
Use A.10 when the source-to-use account must remain recoverable and contestable. Use ADM.3–4 or SIE for a material temporal or cross-source correspondence question. An ordinary case reference and relevant source can suffice; a complete provenance graph is not a prerequisite for every record.
ADM.13:4.3 - Make authorized retrieval and interpretation workable
Arrange a usable return to the record for each required reader. Confirm that the reader can recover the content and understand its meaning under the relevant conditions, rather than merely finding an export filename.
Apply the actual access and disclosure rules. Give a participant the information needed for the legitimate use through an appropriate protected channel. Separate the ability to retain a record from permission to disclose all of its contents.
Where an old format or system is being retired, identify the reading capability, context and identity that must survive. A conversion that preserves visible words but loses the relation between decision, beneficiary and effective date may defeat the needed use. Technical conversion and restoration use their qualified methods.
ADM.13:4.4 - Correct the right thing
Determine whether the defect concerns a description, an absent evidential link, an actual institutional act or missing provision. Select the corresponding authorized correction.
For a mistaken description, preserve enough of the original and correction to support the required historical use. State what was corrected and the effective facts the new account describes. A spelling correction does not constitute another appointment or move its effective date.
If the governing rule makes a registration act constitutive, apply that rule to the actual act and its timing. Editing a descriptive field cannot silently perform the required registration. If payment was not performed, a corrected “paid” field cannot supply it; use ADM.9–10.
A later source may change what can now be established about an earlier event. Preserve both the earlier decision’s actual grounds and the later qualified account. The competent case procedure determines any resulting revision or remedy.
ADM.13:4.5 - Separate new use, disclosure, retention and disposal
For a proposed change, identify which action is being considered. Stopping new requests through an old form, restricting access, correcting a record, ending reliance on an obsolete rule and disposing of retained data are different actions.
Recover the applicable retention and disposal conditions, including a live dispute or hold when one exists. Match them to the actual record class and use. Obtain a qualified interpretation when restrictions conflict; do not invent precedence from the oldest or most convenient instruction.
Apply authorized disposal only to the eligible scope. Retention for one continuing purpose does not authorize unrelated new use or unrestricted disclosure. Conversely, stopping ordinary use does not establish that every required historical record can be deleted.
ADM.13:4.6 - Exercise the needed retrieval and return the arrangement
Try the question that made the record necessary: recover the earlier grounds, identify the effect of a correction, or supply the permitted extract. Include a relevant adverse case such as a changed identifier, unavailable old reader or disputed source.
Return the record arrangement and its applicable limits, or the exact missing capability, source or decision. A representative retrieval establishes that use under its conditions; it does not establish every legal or historical claim concerning the repository.
Reopen the affected arrangement when a required use, rule, reader, record meaning, dispute or provider capability changes.