Official copy check
DESCRIBED | Knowledge Cleanup
By Jonathan Malchow Vega
https://knowledgecleanup.com/resources/official-copy-check/
Version 1.1 | 19 October 2026

FICTIONAL WORKED EXAMPLE. Not a client case study.

Compare competing versions and record why one copy should be treated as authoritative.

Document and purpose
Fictional staff travel policy, used to answer reimbursement questions.

Candidate copies
travel-final.docx, travel-final2.docx, and the PDF on the staff portal.

Evidence of authority
The portal PDF links to approval note AP-17. The two working files do not.

Owner confirmation
Policy owner confirms the portal PDF is the current approved version.

Official location and status
Staff portal / Travel / Current policy. Status: confirmed by owner.

What happens to the other copies
Keep the working copies pending retention review; link staff guidance to the portal copy.

Use: You may adapt this worksheet for personal or internal organizational work. Keep the author and source credit on blank copies shared internally. You retain your entries. Public redistribution or resale of blank templates requires permission.