This article gives general information about the United States. Laws differ by state and locality, so check the rules that apply to you.
Once you start making records requests, they can pile up. Different agencies have different deadlines, tracking numbers, and contacts. A simple system keeps everything in one place and helps you know when to follow up.
Create a tracking sheet
A spreadsheet is enough. Give each request a row and include these columns:
- Date sent
- Agency and contact person
- Tracking number
- Short description of the request
- Legal deadline
- Date acknowledged
- Date records received
- Fees quoted or paid
- Follow-up notes
- Status
Use a consistent filing method
Create a folder for each request on your computer, named with the agency and date, such as “CityParks_2026-03-15”. Save the original request, the agency’s responses, and any records received.
Set reminders
Add the response deadline and a few days after it to your calendar. A reminder to follow up politely keeps requests from being forgotten.
Keep a log of contacts
Note each email or call, with date, name, and a brief summary. If you need to appeal later, this timeline will be valuable.
Name files clearly
Rename received documents so you can find them later, for example “CityParks_Contract_2025.pdf”. If you receive large releases, keep the original files unchanged and work on copies.
Back up your files
Store copies in a second place, such as an external drive or cloud storage, particularly for documents that took time to obtain.
Review regularly
Once a month, scan your sheet for requests that are overdue or stalled. A short note can often move things along.
A tidy system makes repeat requests much easier.
