Make requests specific
Name the document, format, period or version, source owner, reason, and due date. Vague requests create avoidable back-and-forth.
Separate received from accepted
A file can arrive with the wrong period, missing pages, or an outdated version. Record receipt separately from reviewer acceptance.
Close deliberately
Mark complete only when the owner confirms the evidence is usable. For an expired request, record whether it was renewed, replaced, or no longer needed.