Define the release decision
The applicant needs a permitted private copy for the application cycle, but the laptop and sync folder should not become untracked plaintext archives.
Create a bounded encrypted archive for permitted letter copies while keeping credentials and recovery material separate.
Run the control sequence
- 01Use a fictional letter to test the current software release and supported Windows environment.
- 02Import only the authorized final file and verify that temporary plaintext copies are removed from working folders.
- 03Lock, reopen and compare the archived file with a safe manifest.
- 04Store the recovery copy and recovery secret under separate access controls.
- 05Record custodian, software version, archive identifier and next verification date.
Preserve enough evidence
Record the dataset identifier, application cycle, source device or system, export date, manifest, responsible custodian, authorized recommenders, key location, encryption environment, recovery result, retention rule and next review date. Do not put passwords, recovery secrets or unnecessary applicant values in the decision record.
Keep the manifest, custodian, approved recipient, key-separation decision, restore result and retention owner together without copying applicant values into the record.
Keep surrounding controls visible
An encrypted archive does not replace application-portal security, recommender authorization, provider access controls or independent backup.
Field conditions 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 access credential travel with the dataset?
Only when the approved research purpose requires linkage and the responsible owner has authorized the same recipient. Separation is a core risk control.
Does encryption make an export anonymous?
No. Encryption restricts file access; it does not remove identifiers or eliminate reidentification risk after decryption.
Primary references
References support specific controls and do not imply endorsement.