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Create a simple list
Record which documents or references you have, which you still need to confirm, and the next question you want answered.
Use a secure place
Keep original documents in a secure place and limit access to copies. Avoid sending personal information through a channel unless you are comfortable with its privacy practices.
Check details before sharing
Make sure any information you provide is relevant to the specific enquiry. Do not send unnecessary personal details.
Keep track of follow-up
Write down any instructions or reference information given to you so you can follow up clearly.
Always confirm current requirements with the relevant authority before acting on a document enquiry.