Start with the evidence
Identify the accepted document, its approval and any source references needed for later questions. Keep superseded drafts distinguishable without presenting them as current.
Work through the example
Version 05 was approved and sent, while version 06 is an unfinished revision. A clear accepted-version label prevents the newer filename from being mistaken for the released document.
Make the next step clear
Follow the business’s established access and retention process. This organizational step does not create a new retention rule; it makes the existing record easier for authorized people to interpret.
Keep the source context
These guides apply to working summaries, requests and accounting-related documents. Keep source facts distinct from proposed wording. Eftheia’s AI agent can help draft documents, but an attractive result still needs review against the actual context.