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DEPARTMENT OF CORRECTIONS Division of Management Services Office of Records Management DOC1160 (Rev. 1/2016) WISCONSIN Statutes Sections 19.35 & 19.36 RECORD REQUEST RESPONSE INSTRUCTIONS: Please

How to fill out record request response

How to fill out record request response:

1. Start by carefully reading the record request: Take the time to thoroughly understand the details and requirements of the record request. Ensure you have a clear understanding of what is being asked for.
2. Gather the necessary records: Identify and collect all the relevant records that are being requested. This may include documents, files, emails, or any other relevant information that pertains to the request.
3. Review the records for confidentiality or sensitive information: Before responding to the record request, review the gathered records to check for any confidential or sensitive information. If any such information is found, take necessary steps to redact or remove it to ensure privacy and compliance with data protection regulations.
4. Organize the response: Arrange the gathered records in a systematic and logical manner. This can help the recipient of the response easily understand and navigate through the provided information.
5. Clearly identify and label the records: Clearly annotate or label each document or piece of information within the response. This will make it easier for the recipient to reference and understand the provided records.
6. Include a cover letter or email: Accompany the response with a cover letter or email summarizing the enclosed records and expressing your willingness to assist further if needed. This serves as a professional introduction and helps the recipient understand the purpose of the response.

Who needs record request response?

1. Individuals requesting specific records: Whether it is for personal or professional reasons, individuals may need a record request response to obtain specific documents or information.
2. Legal professionals: Lawyers, attorneys, or paralegals often require record request responses as part of their legal proceedings or investigations. It helps them gather evidence or relevant information for their cases.
3. Government agencies or regulatory bodies: Government authorities or regulatory agencies may request record responses to ensure compliance with laws, regulations, or transparency requirements. They use these records to monitor and assess the activities of individuals or organizations.
4. Corporate entities: Businesses or organizations may require record request responses for various purposes, such as conducting internal audits, responding to vendor requests, or fulfilling legal obligations.

In summary, anyone who is legally or professionally entitled to access specific records or information may need a record request response. This can include individuals, legal professionals, government agencies, or corporate entities with legitimate reasons for obtaining the requested records.

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