Define the release decision
The same donor contribution export exists as an email attachment, browser download, scan and cloud-synced copy. A controlled donor extract needs one verified version without avoidable plaintext residue.
Remove duplicate scans, blank pages, hidden metadata and unnecessary donor details before archiving.
Run the control sequence
- 01Compare source, fundraising period, date, size and checksum before selecting the authoritative copy.
- 02Review PDFs for blank pages, annotations, metadata and unrelated donor or beneficiary information.
- 03Remove fields unrelated to the approved fundraising task and minimize details the authorized recipient did not request.
- 04Preserve originals when tax, charity, audit, donor-preference or legal rules require them.
- 05Record authorized cleanup and inspect downloads, scan folders and sync locations for residue.
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
Cleanup does not prove deletion from provider systems, email servers, backups, recipient devices or solid-state storage.
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.