How to check a downloaded PDF archive
Verify that an exported archive contains the intended records, opens correctly and is stored with appropriate access.
A successful download is only the first check. Before relying on a PDF archive, confirm that it contains the intended record set and that the files can actually be opened. Keep the export's scope and destination understandable to the next person who uses it.
Record the intended scope
Write down the filters or selection used for the export, the organization or location context and the reason for creating it. Avoid a filename that only says “all waivers” when the selection was a specific event or period.
Confirm that the person requesting the export needs the full documents. A summary or CSV can be more appropriate for a task that only needs counts or identifiers.
Inspect the contents
Check that the archive extracts without errors. Compare its contents with the expected selection, accounting for any records whose PDFs are unavailable. Open a representative sample, including records from different parts of the selection, rather than only the first file.
Verify that a document displays the intended participant and version. Keep stable record identifiers in the export trail so a filename change does not sever the connection to the source record.
Store and hand over deliberately
Save the archive in the approved destination with the access needed for its purpose. Do not leave the only verified copy in a personal downloads folder or circulate it through an unrestricted group chat.
Record who checked the archive, when and what limitations remain. If a file is missing, investigate the source record and PDF status before recreating or substituting a document.
Before you call it ready
- The export scope and purpose are recorded.
- The archive extracts and sampled PDFs open.
- Selected records can be traced to their source IDs.
- The destination has appropriate access and a responsible owner.
Common questions
Does a missing PDF mean the signature never happened?
Not necessarily. Inspect the source record and its PDF state. Rendering may be pending, or content may be unavailable for another documented reason. Do not infer the entire signing history from one missing file.
Should we email the archive to everyone who might need it?
Share it only through the organization's appropriate process with people who need the documents. Full PDFs can contain more personal information than a task requires.
Useful next steps
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