Reviewing Agency Submission Duplication

A method for detecting duplicate candidate submissions and ownership disputes.

Research question

This brief asks whether the declared records preserve enough evidence to reconstruct ownership, timing, decision boundaries, and completion. It evaluates workflow reliability, not selection quality or legal sufficiency.

Population and evidence

Define the population from a fixed export and record the query date, filters, source, and exclusions. Sample across roles, channels, and exception states.

Method

Apply a short checklist and test it on a calibration sample. Record reviewer disagreement and revise definitions before expanding.

Separate preparation from judgment. The reviewer classifies and routes; the authorized owner decides.

Limitations

The review describes the sampled records, not the whole population. A closed status is not proof that the candidate question was resolved.

Practical use

Report counts with denominators and assign corrective actions an owner and retest date. Use the result to improve one workflow, then retest.

Sources

- NIST SP 800-53 Rev. 5

- NARA Records Management Policy

- GAO Standards for Internal Control (Green Book)

- NIST Security and Privacy Controls