Define the release decision
The primary computer fails while the donor extract 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 donor 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 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
A cloud badge or backup label is not evidence that the correct donation extracts are complete, readable, current or recoverable.
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.