Define the release decision
An encrypted donor archive will not open and several similarly named packets exist. Repeated guessing can waste time and risk the only usable source.
Identify the exact archive, software version, media and authorized recovery path before changing the only copy.
Run the control sequence
- 01Stop repeated attempts and preserve the original media before troubleshooting.
- 02Confirm archive identifier, path, size, date and software version against the manifest.
- 03Test on a copy in the documented supported environment, never on the only source.
- 04Distinguish wrong file, incomplete transfer, incompatible version, damaged media and missing credential.
- 05Use the separate recovery path and record each attempt, outcome and next decision.
Preserve enough evidence
Record the donor extract identifier, fundraising cycle, 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 donor details in the decision record.
Keep the manifest, custodian, approved recipient, key-separation decision, restore result and retention owner together without copying donor details into the record.
Keep surrounding controls visible
Password reset may protect future access but cannot be assumed to decrypt an existing donor archive.
Donor-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.
Questions to ask
Should the archive password travel with the donor extract?
No. Send the archive and its credential through separate approved channels, and verify the authorized recipient before release.
Does encryption make a donor extract accurate or authorized?
No. Encryption restricts file access; it does not establish gift validity, tax treatment, donor consent, recipient authority or gift restrictions.
Primary references
References support specific controls and do not imply endorsement.