Keep a useful follow-up log without losing track of unanswered questions
Turn calls, emails and referrals into a clear record of what you asked, what was answered and what still needs attention.
Updated October 17, 2026 · By Hit & Run Evidence Preservation · Original practical guidance · Examples are illustrative
Give each contact a purpose
Before contacting an agency or camera operator, write one concrete question. For example: Who handles requests for the east entrance camera? Has my request reached that person? Has anyone confirmed whether the recording still exists? Keeping these questions separate makes a response easier to understand.
Record the case or incident number when available, the organization, contact method and date. Use contact details verified through the organization’s official website or a previously confirmed contact. Do not post private case information in a public comment thread.
Separate your question from the response
Use four fields: question asked, response received, supporting record and next step. Leave response received as awaiting response when appropriate. Do not turn a missed call or automated acknowledgment into a refusal or confirmation.
Illustrative entry: October 17, 10:20 a.m.; emailed the records contact asking who handles camera preservation; automatic acknowledgment received; no named operator or retention period confirmed; next step is to ask for routing confirmation. This records progress without suggesting footage has been saved.
Write a clear follow-up
A short message can identify the earlier request, repeat the one unresolved question and ask where to send any additional information. Suggested wording: I am following up on my message dated [date] concerning [case/reference]. Could you confirm the correct contact for [specific request]? I have attached my earlier request for context.
If you summarize a telephone conversation, identify the note as your summary and record when you wrote it. Use quotation marks only for words you can accurately reproduce. If a later message corrects a detail, add a dated correction instead of silently rewriting the earlier entry.
Track referrals and closure
When referred elsewhere, keep the first contact in your log and add a linked entry for the new office. Record who made the referral and what responsibility they described. A referral is a lead to check, not proof that the new office holds the record.
Close a task when its specific question has been answered, and note the basis. For example, correct contact confirmed can be complete while preservation status remains unresolved. Review unanswered questions regularly; do not treat the website’s planning countdown as a retention guarantee or a legal deadline.
Further reading on keeping digital records
The Library of Congress personal digital archiving resources explain general approaches to keeping photographs, video, email and documents. These are preservation resources, not crash-specific legal instructions. The worked examples on this page are our own illustrations.
Continue your record
Open the evidence utility to organize your notes, or read another guide.
General educational information. For reporting requirements, access rights or legal deadlines, consult the relevant agency or a qualified professional.