Requestor Information

The Requestor tab contains all personal and contact information for the individual who made the request, along with a log of all communications.

Note: This tab is only visible to roles that have permission to see requestor personally identifiable information (PII). This includes SAOs, Reviewers, and Administrators. Custodians and Contributors do not see this tab.

[Screenshot: The Requestor tab showing contact information and communication log]

Contact Information

The Requestor tab includes the following contact fields:

• Name — The requestor's full name.
• Email — Email address for correspondence.
• Phone — Phone number for telephone follow-up.
• Address — Mailing address for formal correspondence.
• Preferred Language — The requestor's preferred language for communication.

Requester Category

If applicable, the requestor may belong to a specific category (e.g., media, member of Parliament, legal representative). The category can be set along with a verification status to confirm the requestor's identity or affiliation.

Subject Information

If the request is about a third party (for example, a parent requesting records on behalf of a minor, or a lawyer acting for a client), the Subject section captures the details of the person the request is about, separate from the requestor's own information.

Communication Log

The communication log records all interactions with the requestor, providing a complete correspondence history.

• View all past communications including letters, emails, and phone calls.
• Add new entries by clicking Add Communication and filling in the details.
• Attach documents such as scanned letters or email attachments to each communication entry.
• Track direction — mark each entry as Inbound (from the requestor) or Outbound (to the requestor).

The communication log helps ensure continuity when multiple team members work on a request, and provides an auditable record of all requestor interactions.