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.