Define the Approved Booth Artwork

01 / CONTEXT

Define the control decision

A production artwork package often exists in a shared drive, email attachment, document portal and local download at the same time. The exhibition design team must identify the approved final master by owner, location, effective date and version before applying restrictions.

02 / PROCEDURE

Run the control sequence

1. 01

   Name the accountable artwork owner and business purpose.

2. 02

   Record the authoritative folder, filename and released production version.

3. 03

   Separate obsolete, draft and regional variants from the approved master.

4. 04

   Test access with fictional artwork and no client or venue data.

5. 05

   Publish a review date and replacement procedure.

03 / EVIDENCE

Preserve proof without client data

A defensible control record identifies the artwork owner, approved filename, released production version, authoritative storage path, permitted editors, preflight approver, backup evidence and next review date. It should not contain client, venue, pricing, attendee or credential information. Use fictional artwork during every technical test.

Recheck the arrangement after changes to Windows, storage, Folder Protect, permissions, staff roles or the artwork package. Confirm both usability and recovery: an authorized user should reach the released artwork, an unauthorized account should not alter the master, and the recovery owner should restore the approved production version without depending on the working folder. Preserve evidence of unexpected behavior instead of repeatedly changing controls.

Keep the claim narrow. Local restrictions can reduce accidental access or changes on a tested computer, but they do not determine artwork preflight, validate color or dimensions, administer identities, provide vendor proof approval, create version history or replace backup. Escalate those requirements to the system and owner responsible for them.

During review, ask a second operator to follow the written procedure without verbal help. Record whether the person can identify the master, create the intended working copy, recognize the current release and find the recovery owner. This usability check reveals ambiguous filenames, hidden dependencies and undocumented knowledge before a real print deadline. Correct the procedure, then repeat the test with a clean fictional artwork package and retain only minimal, non-personal evidence.

04 / BOUNDARY

State what the control cannot prove

A protected file is not automatically the approved production release. production governance and content approval remain separate decisions.

Validate the exact Windows account, storage path and current software release. If centralized workflow, immutable history, identity governance, legal retention or vendor proof approval are required, select systems designed for those jobs rather than broadening a desktop-control claim.

05 / SOURCES

Primary references

• Adobe: Preparing files for print
• NIST SP 800-53 Rev. 5

References support specific controls and do not imply endorsement.