What is required when modifying data in a record?

When modifying data in a record, documentation of the change is essential for several reasons. Proper documentation ensures that there is an accurate and traceable record of what changes have been made, by whom, and why. This accountability is crucial in maintaining the integrity of the data, allowing for transparency and oversight. It also aids in future audits, as it provides a clear history of alterations that can be referenced to understand past decisions and actions.

In many data management systems, including those like IDACS, maintaining a thorough record of modifications is a procedural requirement to ensure compliance with policies regarding data accuracy and security. This is particularly important in scenarios where the data impacts law enforcement, criminal justice, or public safety, where incorrect or unrecorded changes could have serious consequences.

Options that suggest only administrative approval or confirmation of user identity lack the necessary emphasis on documenting the actual modifications made, which is why those alternatives do not meet the essential requirement for record maintenance.