Authorize each budget reviewer separately
A password-protected file does not prove that a recipient is the correct principal investigator, department reviewer or authorized organizational representative. Verify identity, role, version and destination before release.
A collaborator asks for the budget by forwarded email. The grant writer verifies the request through the institutional directory, sends only the approved review copy and communicates the secret through a separate channel.
Run the control in five steps
- 01Confirm reviewer identity and current proposal role.
- 02Select the exact cleaned version and permitted detail.
- 03Use the approved institutional destination.
- 04Separate the file and secret channels when applicable.
- 05Record receipt, expiry and superseded access.
Preserve the decision trail
Keep reviewer, role source, proposal, version, destination, transfer channel, secret channel, receipt and expiry.
Stop and investigate when
- A forwarded message is the only authorization evidence.
- Salary detail exceeds the reviewer’s need.
- The password travels with the attachment.
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
Does encryption authorize a reviewer?
No. Authorization and encryption are distinct controls.
Can one review link remain open indefinitely?
Use institutional policy and close or replace obsolete access.
Sources for this decision
Links support specific controls and do not imply endorsement.