01 / DECISION

Define the operational decision

Editing the published master directly makes typo recovery, peer review and rollback difficult. A distinct working copy gives staff a safe place to prepare changes without weakening the released file.

Decision rule

Keep day-to-day editing in a controlled working copy and promote only reviewed changes into the protected master.

02 / PROCEDURE

Run the control sequence

  1. 01

    Create a named working area outside the protected release folder.

  2. 02

    Copy only the current approved baseline into that area.

  3. 03

    Track the proposed change, requester and effective date.

  4. 04

    Review differences before replacing or publishing the master.

  5. 05

    Archive or remove superseded working copies under the retention rule.

03 / EVIDENCE

Keep a usable release record

Record the master path, accountable owner, working-copy identifier, proposed change, reviewer, approval time, release version, cryptographic hash, backup location, restore result, temporary-access expiry and publication outcome. Keep this evidence outside the protected artifact so it remains available when the file cannot be opened.

Use a consistent release identifier across the approval, published artifact and recovery copy. Never place credentials, customer data or unnecessary commercial detail in the evidence record. Retain prior approved versions according to policy, and verify that the artifact accepted by the downstream POS matches the one that was reviewed.

04 / BOUNDARY

Keep adjacent controls separate

A working-copy pattern does not replace version control, price approval, conflict handling or data validation.

Test restrictions with representative roles and a nonproduction file before applying them to the only master. Preserve an independently restorable backup, keep price authorization separate from technical administration, and confirm that automated import services still have the access their documented task requires. After an update, compare the released version and hash, review the POS import result and close any temporary exception. Recheck the workflow after Windows, product, account, folder, storage or POS changes because earlier evidence may no longer describe the current environment.

05 / QUESTIONS

Common questions

Does a protected file prove its prices are approved?

No. Approval evidence, pricing logic and file restrictions solve different problems.

Can the protected master replace a backup?

No. Keep and test a separately controlled recovery copy.

Should administrators remove every restriction during an urgent update?

No. Diagnose the exact required action and grant the smallest approved, time-limited exception.

06 / SOURCES

Primary references

References support specific control concepts and do not imply endorsement.