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They reached out to, among others, Scott Gast, who had been a lawyer in the White House Counsel’s Office under Mr. Trump, and Mr. Philbin. The two men, along with Mr. Meadows and four other Trump officials, had been appointed by Mr. Trump on his last full day in office to work with the National Archives.

The archivists were particularly insistent about getting back the missing correspondence from the North Korean leader and a letter left on the Resolute Desk for Mr. Trump by Mr. Obama, both of significant historical value.

Archives officials also asked Mr. Gast and Mr. Philbin about the roughly two dozen boxes that had been in the residence during the Trump administration’s final days. Mr. Philbin responded that he would work to get them in the hands of the archives and reached out to Mr. Meadows, who said he would help make it happen, according to former officials.

But archives officials did not get what they wanted until they traveled to Mar-a-Lago and retrieved 15 boxes of material in January 2022. Subsequently, archives officials told Mr. Trump’s team that they had identified social media records that had not been preserved, and that they had learned White House staff members had not preserved official business they had conducted on their personal electronic messaging accounts.

They referred the matter to the Justice Department. In the spring both Mr. Philbin and Mr. Gast were questioned by the F.B.I. about the boxes; Mr. Cipollone was also interviewed at some point. A grand jury was formed.

In June, one of Mr. Trump’s lawyers signed a statement asserting that all relevant documents with classified markings from the boxes that had been requested — by then they were stored in a basement area at Mar-a-Lago — had been returned. The Justice Department would later file a detailed affidavit to a federal judge in Florida, revealing that the department believed possible crimes had been committed, precipitating the search on Aug. 8 at the club.