"With or without criminal record retrieval certificate" is generally used only for overseas use, there are also special requirements of notarization for some persons in the home country.

If the QA Records must be withdrawn from the Record Room, the NQA Engineer shall identify the records, reasons, and date of retrieval and return time on a QA Record Control Log .

The primary purpose of registration is to provide evidence that a record has been created or captured in a records system, and an additional benefit is that it facilitates retrieval.