After the documents or the requested records have been delivered to the Requester and no further tasks are pending on the Request, the Request can be "Closed". Requests can be closed after their status has been changed to "Disposition Accepted", "Documents Delivered, or "Amended." You cannot close a Request with the status "Delivery Pending."
Steps to Close a Request
Open the Request you want to close.
Click Close Request. The Close Request screen displays as shown below.
Enter information in the following fields as necessary:
Field | Description |
Closed Date | The date when the Request was closed. |
Number of Pages Released | The total number of pages released. |
Number of Pages Reviewed | The total number of pages reviewed. |
Number of Records Posted for Public Inspection | The total number of records posted for public inspection |
Notes | Any relevant Notes. |
Resolve Open Consultations During Closure
If the Request has one or more open consultations when you close it, an Open Consultations section appears on the Close Request screen, between the Closed Details fields and the Notes field. This section lets you resolve all of the Request's open consultations in a single step as part of closing the Request, instead of opening and resolving each consultation individually.
NOTE: The Open Consultations section appears only when the Request has at least one open consultation. If the Request has no open consultations, the section is hidden, and the Close Request screen behaves as it always has.
The Open Consultations section lists every open consultation for the Request in a grid with the following columns:
Column | Description |
|---|---|
Consultation Reference | The reference identifier of the open consultation. |
Sent To | The recipient the consultation was sent to. |
Date Sent | The date the consultation was sent. |
Current Status | The current status of the consultation. |
Action to Apply | The action applied to the consultation when the Request is closed. Closed – Not Completed is the only available option and is selected by default. |
NOTE: Every open consultation listed in the grid is resolved when you close the Request. You cannot exclude individual consultations from the grid — the Closed – Not Completed action is applied to all of them.