Preserve the failing copy before repair
Access failure can result from the wrong version, corrupted storage, changed permissions, incompatible software or lost credentials. Record the failure and work from a duplicate or tested backup.
A grant writer cannot open the week-before-deadline archive after a laptop replacement. IT preserves the file and hash, records the software version, verifies the credential source and tests a restored duplicate.
Run the control in five steps
- 01Stop repeated attempts that might alter the only copy.
- 02Record filename, hash, path, device, software and error.
- 03Verify account, role and credential source separately.
- 04Test a duplicate or backup in a compatible environment.
- 05Document result, limits and authoritative surviving copy.
Preserve the decision trail
Keep incident time, proposal, file/hash, source, software/OS, permissions, credential source, attempts, error and approval.
Stop and investigate when
- Troubleshooting modifies the only retained copy.
- The wrong milestone may be under test.
- Support is promised to decrypt every file.
State what this does not prove
Does not replace provider permissions, guaranteed backup, password recovery or enterprise identity management. Sponsor rules, institutional approval, submission systems, provider permissions and recovery remain separate.
Grant budget security questions
Should I keep guessing passwords?
No. Preserve the file and follow the approved recovery route.
Can support always recover the workbook?
No guarantee should be made; recovery depends on product, version, file state and retained credentials.
Sources for this decision
Links support specific controls and do not imply endorsement.