1 | Information and purpose
List information types, sources, applicable periods and intended use. Distinguish readable material from material suitable for the task. ARCHIVE uses policies, guidance and research extracts rather than automatically putting every obtainable document into one library.
2 | Roles and access
Describe which working roles need which information and which requests require further confirmation. Use a matrix to make task and scope explicit rather than replacing all decisions with a broad rule for internal access.
3 | Environment and processing
Record where information enters, is processed and is retained, and what the application needs to read. This brief helps define questions; it is not a security certification for a particular deployment.
4 | Outputs and references
Define output form, user and source access. Statements should correspond to inspectable material. Insufficient information, version conflicts and scope mismatches require their own responses.
5 | Review and exit
Identify who reviews the result, who decides the next step and how access and retention are handled after the task. Clarify whether older versions remain applicable when material changes.
6 | Bring it to the next discussion
Prepare real questions, a document register, a role table and an example of the desired output. Discussing those materials is more useful than beginning with a request for a system that covers every situation.
