Keep the live case-management record, restricted evidence copy, referral decision, recipient authority, encrypted retained copy and recovery copy distinct. Encryption must never delay an urgent safeguarding response or a required statutory report.
01 / DECISIONProtect the safeguarding casefile without hiding ownership
Encryption should protect a retained archive while the editable safeguarding casefile remains governed in its approved case-management system. Define where plaintext working copies exist, how a release is exported, when it enters the encrypted archive and how temporary files are removed after verification.
A safeguarding lead freezes a restricted case stage for authorized safeguarding review. The team first proves the workflow with fictional training casefiles, documents each authorized role and preserves the working source separately.
Run the control sequence
- 01
Keep the authoritative working safeguarding casefile in the approved approved case platform.
- 02
Export one named case stage to a controlled staging folder.
- 03
Verify the export, then import it using the tested archive procedure.
- 04
Lock and reopen the archive; compare the manifest and file counts.
- 05
Remove or retain plaintext staging according to the recorded policy.
Preserve decision evidence
Record case stage, source system, export time, staging path, archive ID, import result, reopen test, manifest comparison, plaintext disposition and operator.
Stop when
- The encrypted archive is mistaken for the live case-management system.
- An import is assumed successful without reopening it.
- Untracked plaintext exports remain on local or synced storage.
The record should show the approved case stage, tested environment, responsible people and known limitations without storing passwords or unnecessary safeguarding casefile content.
Separate the surrounding controls
Does not replace case-platform permissions, safeguarding authority, statutory reporting, guaranteed backup or password recovery. Encryption does not authorize safeguarding access, determine or report risk, preserve every backup or remove plaintext working copies automatically.
Safeguarding casefile archive questions
Should the archive become the live case-management record?
No. Keep active case management, statutory reporting and referrals in approved systems; retain only the authorized evidence copy.
Does resetting a password recover an existing archive?
Do not assume so. Document the product-specific recovery boundary and test a separate recovery copy.
Primary references
References support specific boundaries and do not imply endorsement.