Download the editable template
Use one row per system or data source. The worksheet documents work performed; it does not prove that every system was searched or determine what should be disclosed.
Download the system search worksheet CSV
Ungated CSV file. No account or email address required.
How to use it
- Start from an approved inventory of systems likely to contain in-scope records.
- Assign each row to someone with authorized access and record the approved search identifiers.
- Record the search method, coverage window, result summary and limitations without pasting personal data into the sheet.
- Have the case owner review gaps, follow-up work and evidence references before response preparation.
In Excel, use Data → From Text/CSV, choose UTF-8 and a comma delimiter, and keep identifiers and dates as text. In Google Sheets, use File → Import → Upload and disable automatic conversion of text to numbers, dates and formulas when offered. Check the imported columns before entering real data. These files contain no automatic deadline formulas; every target date needs human review.
Remove fictional examples before use. Keep the working copy in an access-controlled location approved by your organization.
Read or print the complete template
This preview is built from the same file as the download. Use your browser’s Print command for a portable copy.
The blank column is your starting point. Populated columns are fictional examples. Field names match the CSV download. On a narrow screen, scroll across the table to read each example; keyboard users can focus the table and use the arrow keys.
| Field | Blank copy | Fictional example 1 | Fictional example 2 |
|---|---|---|---|
| example type | BLANK | SYNTHETIC_SAMPLE | SYNTHETIC_SAMPLE |
| case id | — | DEMO-1042 | DEMO-1042 |
| system or source | — | Fictional support platform | Fictional legacy feedback tool |
| system owner | — | Customer operations | Customer operations |
| assigned to | — | Sam Rivera | Sam Rivera |
| status | — | Needs review | Search complete |
| approved search identifiers | — | Internal customer key DEMO-CUST-1042 | Internal customer key DEMO-CUST-1042 |
| search method | — | Account export plus approved ticket search | Approved exact identifier search |
| coverage start | — | 2024-01-01 | 2024-01-01 |
| coverage end | — | 2026-09-03 | 2026-09-03 |
| searched at | — | 2026-09-12 | 2026-09-12 |
| result summary | — | Three fictional support conversations located | No matching records found |
| known limitations | — | Archived attachments require a separate approved search | Result limited to the stated identifier and date range |
| evidence reference | — | SYNTHETIC-EVIDENCE-03 | SYNTHETIC-EVIDENCE-04 |
| follow up | — | Assign archive search and document outcome | Record scope for reviewer |
| reviewed by | — | Avery Chen | Avery Chen |
| reviewed at | — | 2026-09-13 | 2026-09-13 |
What it includes
| Section | How to use it |
|---|---|
| System, owner and status | Make responsibility and progress visible for every source. |
| Search inputs and method | Make the search reproducible without storing passwords or sensitive results. |
| Coverage and findings | Summarize what was checked, what was found and any known limitation. |
| Evidence and reviewer | Point to controlled evidence and record who reviewed the result. |
About the synthetic sample
The populated example uses fictional people, organizations, identifiers and systems. It demonstrates the fields only. It is not a customer case, measured result, legal assurance or recommended decision for a real request.
Delete the sample before using the template. Do not put passwords, identity documents, response files or unnecessary personal data in it.