> For the complete documentation index, see [llms.txt](https://docs.cortex.aic.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.cortex.aic.io/lifecycle/collection.md).

# Collection

Collection turns a Direction question into controlled work. It records a plan, the source and person for each task, the collection window, what was observed, and what remains unknown. The person who owns the requirement makes the later decision about satisfaction.

## Before you start

* Select the intended workspace. Open **Intelligence cycle → Direction** and review the current requirement. A new plan needs an accessible Draft or Active requirement that is not an RFI.
* Check that the proposed source is active and that its current authority covers this exact requirement and the planned use. A source name alone does not establish permission to task or acquire material.
* Check your Collection permissions. The create actions appear only when your current access allows them.

## Find or register a source

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### Find the source

In the menu, select **Sources & evidence → Sources**.

Use **Search sources** and **Status**, then select **Apply filters**. Open the right source and read its provenance, restrictions, reliability assessment, handling, current version, and authority history.
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### Register a new source if needed

If the source is new and you have source editing authority, select **Register source**. Complete the **Identity**, **Assessment**, **Access**, and **Review** steps.
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### Record source identity

In **Identity**, enter **Source name**, **Source kind**, and **Provenance**.

Provenance needs at least 10 characters; identify the origin, custodian, and how the source became available.
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### Record the assessment

In **Assessment**, record the reliability assessment that you can support. Give a rationale when you assess a JDP grade.

Source reliability and the credibility of information from that source are different judgements.
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### Record access controls

In **Access**, record **Access and use restrictions (optional)** and the correct protective marking.

**Credential reference (optional)** is for an operator-managed reference; it is not a place for passwords or tokens.
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### Review and save

Read **Review source** and select **Save source**.

The saved source has a retained revision. An amendment also needs a reason and requires a new authority review for later tasking or ingestion.
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Before you use a source for new work, open its authority section and confirm the approved purpose, exact requirement version, permitted operation, restrictions, and validity period. If authority is missing or expired, use **Sources & evidence → Authority cases** and the source's authority workflow. An accountable reviewer must record the actual decision. Public availability by itself does not mean that use is unrestricted.

## Create a collection plan

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### Open Collection

In the menu, select **Intelligence cycle → Collection**. Open the page's **Tasks** menu and select **Create collection plan**.

You can also open a requirement and select **Requirement tasks → Create collection plan**.
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### Complete the plan form

Complete **Requirement**, **Plan details**, and **Review**.

Use **Search visible requirements** and **Find requirements** if the correct question is not in the first 25 visible results.
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### Select the information requirement

In **Information requirement**, select the current question. Check its title and version.
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### Enter plan details

Enter **Plan title** with at least 3 characters.

Enter **Collection objective** with at least 10 characters. Say what information the work should obtain.
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### Review handling

Review the inherited **Protective marking**, **Need-to-know compartments**, and **Caveats and handling instructions**.

The plan must cover the requirement and the sources it will task. Its handling is fixed after creation.
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### Create the plan

On **Review**, check the exact requirement, objective, and handling. Select **Create collection plan**.

This saves a Draft plan and pins the requirement version. It does not assign or complete a collection task.
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If one effort supports several questions, use **Plan across requirements** in the Collection task menu. Select only the actual questions that the plan serves. A grouped plan can include 2–20 eligible Draft or Active non-RFI requirements. When you later propose a task, confirm which of those questions that task addresses; the source authority must cover each selected question.

## Activate and task the plan

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### Activate the plan

Open the saved plan. Use **Change status** beside **Edit collection plan** when you are ready to activate it.

In **Change plan status**, select **New status**, give a **Reason for status change (10–500 characters)**, and select **Save status change**.
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### Propose a collection task

In **Collection tasks**, select **Propose a collection task**. Complete the **Source and collector**, **Window and risks**, and **Review task** steps.
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### Select the source

Enter **Task title**. Use **Find active source by name** and **Find sources**, then select **Source and exact revision**.

Check the authority link for that source. A changed source revision causes a conflict; it does not silently replace the revision you selected.
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### Set the collector, window, and risks

Select an eligible collector. Enter **Window start (UTC)**, **Window end (UTC)**, and **Collection risks and mitigations**.

The window can cover at most 90 days.
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### Submit the proposed task

On **Review task**, enter **Reason for proposing this task** and select **Propose collection task**.

A new task starts as Proposed.
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### Reserve capacity and confirm assignment

Open **Plan capacity, review outcomes or retask** for that task. Use **Find approved capacity**, review the suitable resource, give the allocation rationale, and select **Reserve capacity and confirm assignment**.

The confirmed task records its source revision, collector, window, and capacity.
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The assigned collector can start, complete, or fail the task. A planner can cancel it. Use **Requested task state**, give **Task decision and rationale (10–500 characters)**, and select **Apply task transition** when a state change is needed.

## Record what happened

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### Open the task result form

Open the correct task in **Collection tasks**. In **Record an observed result**, complete **Observation**, **Evaluation**, and **Review result**.
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### Record the observation

In **Observed information**, say what you actually observed and what limits its use.

Enter **Remaining gaps** if questions remain.
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### Record acquisition and credibility

In **Acquired at (UTC)**, give the true acquisition time within the task window.

Assess **JDP information credibility** only when you have a basis for the assessment; give the **Credibility rationale** when required.
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### Save the observed result

In **Review result**, enter **Reason for recording this result** and select **Save observed result**.
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### Record the task outcome

Use the task capacity page to record the outcome and release reserved capacity.

If the task failed or needs another attempt, retain the outcome and then use **Propose new task attempt**. Earlier attempts and observations remain in history.
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An observation is a record of collection. It is not automatically an accepted analytical fact. When the final open task ends, the Active plan can complete or cancel according to the saved task outcomes. The linked Direction requirement does not become satisfied automatically.

## Preserve an original for evidence use

When you have an authorised original file, open **Sources & evidence → Evidence memory** and select **Acquire material**. Choose the exact requirement and active source, then provide the file and acquisition details. The [Analyse guide](broken://pages/65ed380ad2b39feae54b2e547498fdba75fbf6d9) explains how to cite a Ready extraction. Do not upload a second copy simply because processing has not completed; open the material and select **Refresh stored state**.

## If you cannot continue

* **A requirement is missing:** check the selected workspace, current Direction access, its status, and the submitted search.
* **A source cannot be used:** review its active revision, authority case, permitted operations, requirement scope, and dates. Ask the accountable reviewer to correct the authority; do not use a different source to bypass it.
* **Capacity is unavailable:** use **Resources and capacity** to inspect approved resources and limits. Change the plan or seek an authorised resource decision.
* **A save conflicts:** refresh the current plan or task, compare the retained version, and re-enter the intended decision.
* **A result is incomplete:** record the remaining gaps and limitations. Do not mark the requirement satisfied merely because a task ended.

Continue with [Analyse](broken://pages/65ed380ad2b39feae54b2e547498fdba75fbf6d9) to examine the retained information and competing explanations.