Restricted subjects

A restricted subject records a subject code, identity reference, access purpose, retention date and legal-hold indicator. An access grant links a team member to a restricted subject with a purpose, approving name and expiry date. A disclosure event records the recipient, scope, disclosure date and authority reference for a subject. These records keep access and outward disclosure distinguishable from the preservation hold issued to a custodian.

• Keep identity separate. Evidence Officer uses the subject code for routine coordination and checks the retention date.
• Limit access. Admin records the named person, purpose, approving name and expiry on each grant.
• Record disclosure. Evidence Officer keeps recipient, scope and authority on a separate disclosure record.

Agree which staff may inspect identities and how an expired grant is handled. Use subject codes in ordinary coordination where an identity reference is unnecessary. A legal-hold indicator affects retention review; it should not be treated as permission for everyone on the matter to inspect a restricted subject. The approving name and disclosure authority must remain available for later review.

Decide who approves a purpose-bound access grant and who records disclosures. An access grant names a team member, subject, purpose and expiry; its approving name is text. Set a review routine for expired grants and retention dates, especially when legal hold is marked Yes. Rehearse an unrelated staff member asking for the same subject, and check that a matter assignment alone does not provide access.

Suppose a team member needs to inspect one restricted subject while preparing a matter response. Evidence Officer records the purpose, approving name and expiry on an access grant for that person and subject. If information is then disclosed, the officer records the recipient, scope and authority reference separately. An unrelated team member should not gain access through the matter alone.

Ask Admin to review the grant for the named team member and verify its purpose and expiry. Evidence Officer should locate any disclosure separately and identify its recipient and authority reference. Check the same subject from an unrelated account before allowing the access rule into daily use.

• Restricted subjects under hold — Subjects whose retention is marked for legal hold.
• Expired access grants — Named grants whose expiry date has arrived.

Follow the related process and review the data model.