Define the release decision
The primary computer fails while the provenance packet is still needed. A drive labeled backup exists, but no one has verified that it holds the final extracts or can be opened.
Restore a separate copy before a restitution or title inquiry deadline or document request exposes an untested backup.
Run the control sequence
- 01Use fictional records or an authorized test packet in an isolated restore location.
- 02Retrieve the recovery copy without relying on the primary archive device.
- 03Open it using the documented method; do not assume password reset decrypts existing archives.
- 04Compare folders, file counts, dates and selected checksums with the safe manifest.
- 05Record the result, remediation owner and next drill date.
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
A cloud badge or backup label is not evidence that the correct provenance extracts are complete, readable, current or recoverable.
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.