Recognition conditions
Use RGRA when the record exists, but the next critical action cannot yet rely on one clear current position.
The trigger is not document volume. It is a live handover, payment, closure or programme decision that now depends on reconstruction, explanation or competing written positions.
Programme reset
Scope, phasing, funding or delivery assumptions changed, but old positions still circulate.
Readiness or handover
Status reporting, acceptance conditions, test evidence and formal approvals do not resolve together.
Payment or commercial closure
The file must support what is being approved, carried or closed.
Governance or board action
The accountable owner needs one written point of reference rather than another explanation meeting.
Before claims, audit or assurance work
A formal professional function needs the documentary basis stabilised before applying its own authority.
Derivative or AI carry-forward
A dashboard or summary may be repeating a conditional or superseded basis as if it were current.
The relevant internal owner is usually the person who must approve, rely on, transfer, close or route the current position.