In processing a records request, how is the integrity of records maintained?

• A. Maintain chain of custody and accurate records.
• B. Withhold all records to avoid privacy issues.
• C. Ensure integrity by documenting access, custodians, and dates; maintain chain of custody and accuracy.
• D. Change dates to hide sensitive information.

Answer: (C)

Maintaining integrity means creating an auditable trail for every record involved in a request, so you can verify that the record has not been altered and that the handling is properly documented. The best approach is to ensure integrity by documenting who accessed the record, who is the custodian responsible for it, and the dates of access or transfer, while also preserving a clear chain of custody and the record’s accuracy. This combination provides a traceable, verifiable history that supports authenticity and non-tampering, which is essential for lawful and fair release.

The other options miss key elements: withholding all records prevents the purpose of the request from being fulfilled, and changing dates is a form of tampering that destroys integrity. Merely noting chain of custody and accuracy without documenting who accessed the record and when leaves gaps in the audit trail.