Define the release decision
The protected drive is ready, but the charity still needs evidence of who approved the release, who received it and which document set left custody.
Verify the recipient, transfer the minimized drive and retain a concise acknowledgement.
Run the control sequence
- 01Verify the named recipient and approved purpose before release.
- 02Match the drive identifier and manifest to the authorization record.
- 03Deliver the drive and credential through separate approved channels.
- 04Record sender, recipient, time, method and acknowledgement.
- 05State the return, retention or disposal expectation for the delivery copy.
Preserve enough evidence
Record the grant documents packet identifier, grant documents review, source device or system, export date, manifest, responsible custodian, authorized recipients, key location, encryption environment, recovery result, retention rule and next review date. Do not put passwords, recovery secrets or unnecessary sensitive grant-record details in the decision record.
Keep the manifest, custodian, approved recipient, key-separation decision, restore result and retention owner together without copying sensitive grant-record details into the record.
Keep surrounding controls visible
Encryption does not authorize the recipient, prove receipt, grant application consent or control copies made after access. Retain the acknowledgement and reconcile the submitted package against the approved manifest.
School recording preparation can create extra copies on tablets, laptops, removable media, synchronization folders and recipient devices. The archive owner must address those copies separately and verify the current software release before relying on product behavior. Individuals should distinguish a local export from the grant documents repository: encrypting a download does not correct contact fields, change workspace permissions, alter platform retention, authorize a recipient identity or replace business-continuity planning. Document where each copy came from, who may receive it and when it should be reviewed.
Questions to ask
Should the archive password travel with the grant documents packet?
No. Send the archive and its credential through separate approved channels, and verify the authorized recipient before release.
Does encryption make a grant documents packet accurate or authorized?
No. Encryption restricts file access; it does not establish recording accuracy, school authority, grant application data consent, recipient authority or delivery-access permissions.
Primary references
References support specific controls and do not imply endorsement.