A shoot is called only if everyone booked on it holds a clearance whose test date puts the shoot day inside the window, confirmed on the clearance database — and no production hold covers the day. Asked as of the shoot day, never as of today: a clearance good this morning is not a clearance good on Friday.
A working name, the agency if there is one, and a history of clearance checks. There is no field for a legal name, a date of birth, a test result or a document, and no way to attach one. The clearance database holds a yes or a no; so does this.
Everyone booked on a coming shoot who will not be inside the window that day, and the dates a new test has to be taken between — late enough to cover the shoot, early enough for the result to be back before call.
When the industry calls a hold, the clearance database closes and shooting stops — for everyone, whatever their dates say. Record it from the day it starts. A hold with no end date is in force, and no shoot inside it can be called until it is lifted.
Every check anybody has recorded, newest first: the date the performer was tested, the date somebody looked the clearance up on the database, who looked, and whether it said available. Callsheet records that a clearance existed. It never records what any test found.