Institutions and individuals holding correspondence, handover or representative records relating to 2016 may check them under this notice. The purpose is to identify the parties and matters recorded. A past contact must not be presented as a continuing partnership or evidence of current representative authority.
Identify correspondence and sources
Organise existing letters, emails, contact forms or handover records by matter, stating sender, recipient, date and subject. Record contacts separately from institutional names. Where correspondence is incomplete, retain available portions and describe gaps; recreating historical correspondence is not required.
Check the period of authority
Where records describe representative status or authority, check whether its period and subject can be established. Distinguish contacts and document handlers from people authorised to decide for an institution. Current representatives may explain present arrangements but cannot substantiate past authority without evidence. Identify what cannot be verified.
Update current contacts and access
For continuing verification, list current contacts and channels separately rather than overwriting history. Before submission, confirm permission to use correspondence and remove unrelated personal data. Under current intake requirements, the Office records indexes, explanations and corrections; contact information is not made public without confirmation.