Eight questions. Concrete answers.
From the first source to the final export, a useful dossier makes responsibilities clear. You know what to use, what to check and who decides.
01Where data comes from
Possessing a file does not establish permission to use it. Start with a defined purpose, the information that serves it and its provenance.
- Identify the source, its date and the purpose of processing.
- Distinguish declared preferences from observations and assumptions.
- Keep track of objections and restrictions for each channel.
02Access and responsibilities
An agency, its client and local teams work on a shared dossier with distinct responsibilities. Their agreement sets out who can write, review and approve messages.
- Name the people who prepare, review and approve.
- Define workspaces, guest access and its duration.
- Document role changes and the end of a mandate.
03Relevant personalisation
For a non-political charitable or commercial campaign, adapt the subject, level of detail or format using relevant information you are authorised to use.
- Prefer an expressed interest to an assumed motivation.
- Adapt the message and channel without inventing a personal relationship.
- Keep political opinions, health and other sensitive data out of profile inferences.
04AI and human review
The studio brings content together with your facts, vocabulary and instructions. Review remains part of the work: an AI proposal is still a proposal to check.
- Find the sources and versions behind the facts used.
- Check wording, translations and qualifications before approval.
- Revisit approval when a material fact changes.
05Retention and individual rights
Retention depends on the purpose and applicable obligations. An objection to marketing, an access request and an erasure request require distinct responses.
- Specify retention periods, owners and deletion triggers.
- Keep what is necessary to honour an objection.
- Define the response procedure and how it can be checked.
06Providers and processing locations
Storage, processing, backup and support locations need separate consideration. The deployment dossier sets out what to examine for each provider.
- Request the list of providers and their roles.
- Examine actual processing locations and any transfers.
- Distinguish the Résonance contract from your external tool agreements.
07Security and continuity
Authentication, permissions, encryption, backups and incident handling are discussed through specific measures and evidence that can be examined.
- Ask what was checked, which features were tested and what the results were.
- Clarify support arrangements and incident responsibilities.
- Read service commitments in their contractual version.
08Exports and exit
An approved version travels with its sources, qualifications and destination. Handover and data retrieval belong in the same journey.
- Identify the exported content and approved version.
- Define return formats and the end-of-contract process.
- Distinguish an export from proof of sending or receipt.