Turn your monitoring data into a donor report draft without letting a single name leave your office

What happens to your information

What it costs

Before you start

• The donor template, reporting period, word limits and current disclosure rule.
• A protected MASTER file and separate SAFE working file.
• One case-aware reviewer and one authorised approver.
• Synthetic data for the workshop. Apply the organisation rule before using real data.

The steps

1. Step 1 / 8

   Create a restricted MASTER file and a separate SAFE working file. Keep the key that maps labels back to people only in MASTER.

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   REPORT-MASTER-RESTRICTED.docx
   REPORT-SAFE-WORKING.docx

   Check it worked

   SAFE contains no names, contact details, case numbers, protected locations or re-identification key.

2. Step 2 / 8

   Apply the data gate to SAFE. Remove unnecessary detail, replace people and places with stable labels, generalise dates where possible, and inspect combinations and small groups.

   Check it worked

   A second person who knows the cases cannot identify anyone from SAFE alone. If they can, reduce detail or keep the work manual.

3. Step 3 / 8

   Choose the route. Use a hosted tool only when SAFE fits the approved lane, account and current terms. Otherwise draft manually or use a separately verified local route.

   Check it worked

   The work log names the product, plan, workspace, settings checked, source, date and approving person.

4. Step 4 / 8

   Ask for an evidence map before prose. Require the tool to place only supplied evidence under donor headings and mark missing evidence as [GAP].

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   Map the supplied evidence to the donor headings. Use only the supplied text. Mark unsupported requirements [GAP]. After each point, cite its source label. Do not draft prose yet.
   
   DONOR HEADINGS:
   [paste]
   
   SAFE EVIDENCE:
   [paste]

   Check it worked

   Every proposed point traces to a supplied source label. The map contains no new number, result, activity or attribution.

5. Step 5 / 8

   Draft one section at a time. Preserve uncertainty words and require a source-check list after the draft.

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   Draft this section in plain professional language. Use only the mapped evidence. Keep every caveat and [GAP]. Do not fill missing information. Then list each factual claim with its source label.

   Check it worked

   Each number, date, organisation, quotation and factual claim appears in the source-check list.

6. Step 6 / 8

   Verify against MASTER. A person checks each claim, number, name, date, quotation and causal statement. Restore necessary precision only inside the protected final workflow.

   Check it worked

   The checker initials a claim list and every unresolved item remains visibly marked for decision.

7. Step 7 / 8

   Run the protection check again on the final prose. Rewriting can introduce a distinctive description even when SAFE was de-identified.

   Check it worked

   A hostile reader familiar with the location cannot identify a person or protected site from the submitted text.

8. Step 8 / 8

   Check the donor rule for AI use and disclosure, record the decision, move approved text into the organisation document, and remove working copies under the retention rule.

   Check it worked

   The final file has an approver, claim checklist, disclosure decision, source list and storage location.