Protect the design source file without hiding ownership
Design Source File history can support accountability, but indefinite retention expands exposure and confusion. Tie retention to client handoff, post-client handoff review, contractual duties, litigation holds and product-record needs. Distinguish deleting an archive entry from verified sanitization of every underlying device and backup.
A studio delivery lead freezes a client delivery release for creative director review. The team first proves the workflow with fictional source artwork files, documents each authorized role and preserves the working source separately.
Run the control sequence
- 01
Classify files by editable source, linked asset, font/license, production output and approval evidence.
- 02
Assign review dates tied to client handoff and post-client handoff delivery releases.
- 03
Check holds, contracts and records obligations before disposal.
- 04
Retire superseded access and document archive disposition.
- 05
Use approved media sanitization for storage that truly must be cleared.
Preserve decision evidence
Record class, delivery release, retention basis, owner, review date, hold status, access removal, archive action, media action, approver and completion evidence.
Stop when
- Retention is “forever” without a stated reason.
- A hold or contractual duty has not been checked.
- Vault deletion is described as guaranteed device sanitization.
The record should show the approved delivery release, tested environment, responsible people and known limitations without storing passwords or unnecessary design source file content.
Separate the surrounding controls
Does not replace provider permissions, guaranteed backup, password recovery or enterprise identity management. Encryption does not assign provider permissions, verify a recipient, preserve every backup or remove plaintext working copies automatically.
Design Source File archive questions
Should the encrypted archive replace the live studio workspace?
No. Keep editable work in the approved studio workspace and archive named client delivery releases deliberately.
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.