Define the release decision
An authorized registrar or authorized researcher needs a restricted provenance packet for an approved research, restitution or collections task but does not need unrelated provenance records, personal correspondence or permanent archive access.
Verify the authorized recipient and transfer only the requested provenance evidence through an approved, auditable route.
Run the control sequence
- 01Verify the institution, release purpose, named recipient and approved delivery channel.
- 02Create a minimized recipient packet instead of sharing the broad working archive.
- 03Send the encrypted packet and its credential through separate approved channels.
- 04Record manifest, sender, recipient, transfer time and acknowledgement without logging ownership details.
- 05Revoke temporary access and reconcile local copies after confirmed receipt.
Preserve enough evidence
Record the provenance packet identifier, acquisition 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 ownership details in the decision record.
Keep the manifest, custodian, approved recipient, key-separation decision, restore result and retention owner together without copying ownership details into the record.
Keep surrounding controls visible
File encryption does not authorize a recipient, establish consent, prove receipt, validate ownership and cultural-property duties or title validation, or control copies created after decryption.
Provenance-export 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. Collections teams should also distinguish documentary confidentiality from physical-object security: encrypting provenance files does not protect an artifact, preserve chain of custody, establish title or resolve a restitution claim. Record who can approve an export, who can authorize access and who can change the collections-system master record.
Questions to ask
Should the archive password travel with the provenance packet?
No. Send the archive and its credential through separate approved channels, and verify the authorized recipient before release.
Does encryption make a provenance packet accurate or authorized?
No. Encryption restricts file access; it does not establish legal title, provenance authenticity, donor or seller consent, recipient authority or ownership and cultural-property duties.
Primary references
References support specific controls and do not imply endorsement.