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.
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.