Verify the Current Booth Artwork Version

01 / CONTEXT

Define the control decision

Staff need a reliable way to confirm that an artwork file is current before sending it to a print vendor. A version label alone is weak unless it maps to an owner, effective date, checksum or controlled release record.

02 / PROCEDURE

Run the control sequence

1. 01

   Assign a human-readable release identifier.

2. 02

   Record filename, owner, effective date and storage path.

3. 03

   Keep comparison or checksum evidence outside the artwork file.

4. 04

   Retire superseded copies from common-use locations.

5. 05

   Recheck links and instructions after each release.

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

File restriction is not version control and cannot prove that two documents contain identical or approved content.

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.