Records Request Agent
Starts the clock on the request nobody recognised as one
- 8hard rules
- Things it must never do, enforced in every run
- 5handover rules
- Conditions where it stops and gives the work to a person
- 7output fields
- A structured result, not a paragraph you have to re-read
- ≤6steps per run
- Bounded work: at most 5 tool calls, enforced by the runtime
Read-only by design. This agent has no path to sending, spending, publishing or committing anything. Where that limit is the product, removing it would remove the reason to trust the output.
Overview
Public bodies miss information-request deadlines for one reason far more often than any other: nobody recognised the request. It arrives worded as a complaint or buried in a longer letter, so it is never logged — and the statutory clock starts regardless. By the time someone finds it, the only options left are a late response or an appeal.
This agent reads incoming correspondence for requests, whatever they are called and however they are worded, and reports when each clock started and when it runs out. It separates the parts that can be answered from the parts that need a decision, and drafts the answerable ones from the material you hold.
What it will not do is decide to withhold anything. Applying an exemption is a challengeable decision that a named person must own, so the agent identifies which parts appear to engage one, names the exemption, and hands it over. It also flags personal data that would need removing before anything is released — the failure that turns a routine response into a breach.
Benefits
The clock never runs unseen
The commonest cause of an upheld complaint.
Routine parts answered quickly
Instead of waiting behind the one contested paragraph.
A defensible file
What was identified, when, and what was referred to whom.
What it does
Finds the unrecognised request
A request worded as a complaint is still a request, and the clock starts whether anyone logged it or not.
Tracks the statutory clock
When it started, when it expires, and which requests are closest — from your own policy's rules.
Splits answerable from decidable
Most requests are partly routine. Those parts should not wait on the part that needs a decision.
Names the exemption, never applies it
Withholding is a challengeable decision a named person must own. It identifies and routes; it does not decide.
Flags personal data before release
Third-party data in a response is how a routine answer becomes a breach.
Sends nothing
It drafts and tracks. Responses go out under a person's name, by their hand.
What this changes
What this changes about your week
- It takes over
- Reading incoming correspondence for requests nobody logged as requests.
- Done today by
- A records officer, if there is one, and often nobody.
- How often
- Every day the post arrives; the statutory clock does not pause.
- Typical manual effort
- Reviewing a day of correspondence properly is an hour that is never available.
Why Government & Public Sector in particular. The deadline is missed because the request was worded as a complaint and never recognised. The clock started anyway, and by the time it surfaces the only options left are a late response or an appeal.
Runs unattended
Started by you or by an event, and it finishes on its own. Nothing waits for someone to be at a desk.
The same standard every time
The two-hundredth item is held to the bar the first one was. Consistency is the part people cannot sustain.
It cannot act on its own
Records Request Agent has no path to sending, spending or committing. That limit is why its output is safe to act on.
How it runs
This agent runs server-side through the PROMIVO runtime. Each run is logged step by step and every tool call is permission-checked before it executes.
- 1InputValidated against the agent input schema
- 2Modelclaude-opus-5 with automatic fallback
- 3Toolssearch_knowledge, extract_structured_data
- 4PermissionsRuns READ actions automatically; anything higher waits for approval
- 5OutputStructured result matching the output schema
- 6LoggingTokens, duration and every step recorded
Demo
Demo dataIllustrative sample output, abridged.
Input
{
"asAtDate": "2026-09-02",
"correspondence": [],
"warningWindowDays": 5
}Output
{
"overdue": [],
"escalate": true,
"requests": [
{
"dueOn": "2026-09-08",
"parts": [
{
"part": "Copies of inspection reports",
"draft": "…",
"status": "answerable"
},
{
"part": "Names of the individual inspectors",
"status": "needs-decision",
"possibleExemption": "Appears to engage the personal data exemption in your policy section 6.2. Named for a decision, not applied."
}
],
"reference": "COR-4471",
"wasLogged": false,
"calculation": "20 working days from receipt, per your policy section 3.1. Two public holidays excluded.",
"clockStarted": "2026-08-11",
"recognisedAs": "Titled 'Complaint about the depot works'. The third paragraph asks for copies of the contractor's inspection reports, which is a request for recorded information."
}
],
"disclaimer": "Identification and tracking against your own policy. No exemption has been applied, nothing has been redacted or withheld, and no response has been sent.",
"policyFound": true,
"escalationReason": "A request was never logged, its clock expires in six days, and one part engages an exemption that a person must decide.",
"personalDataFlags": [
"COR-4471 — the reports contain a resident's address on page 4. Would need removing before release."
]
}Requirements
Integrations
No integrations required.
Before you start
- The correspondence to review
- A knowledge base holding your access policy and deadlines
- Requires the All-Access plan or higher
Use cases
Daily correspondence review
Find requests before they become overdue.
A backlog
Establish which clocks have already run out.
Before release
Check what would need redacting.
Pricing
All-Access
Billed monthly through your PROMIVO subscription. Cancel at any time.
Runs consume your plan allowance for agent executions and tokens. See plan limits
FAQ
Does it decide what to withhold?
No. Applying an exemption is a decision that can be appealed and must be owned by a person. It identifies which parts appear to engage one and names it, so the decision is made faster and with the reasoning in front of you.
Does it redact automatically?
No. It flags personal and third-party data for a person to remove. Automated redaction that misses one line is worse than no redaction, because it is trusted.
Which regime does it apply?
Whatever you load — your own policy and the deadlines that apply to you. Access regimes differ by country and body, and an agent quoting a remembered one would be quoting the wrong one.
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