30-second summary. Make approvals audit-ready with clear roles, immutable logs, version control, and evidence retention. Log who/what/when/where, lock approved versions, and keep exportable records for 12–24 months. Use the templates below to ship a compliant workflow without slowing the team.
Why audit-readiness matters
- Proof: show exactly who approved what, when, and which version.
- Risk control: reduce disputes, takedowns, and compliance exposure.
- Speed: clear rules prevent rework and back-and-forth.
Note: General guidance, not legal advice. Verify requirements for your industry and country.
Approval states (keep it simple)
- Draft → being edited
- In review → comments open
- Changes requested → creators implement
- Approved → decision taken
- Locked → version frozen; publishing pulls only locked versions
Roles & permissions (minimal)
| Role | Comment | Approve | Edit | Notes |
|---|---|---|---|---|
| Creator (R) | Yes | No | Yes | Owns drafts |
| Approver (A) | Yes | Yes | No | Exactly one per item |
| Consulted (C) | Yes | No | No | Brand/Legal/Product |
| Viewer (I) | View | No | No | Stakeholders |
Evidence to retain (per post)
- Final approved version (asset + copy + alt text)
- Checklist results (pre-flight, brand-safety)
- Approvals & comments (who/when, decision)
- Licences/rights for images, music, fonts, templates
- Links/UTMs used in the final post
Retention: 12–24 months by default; longer for regulated campaigns or per contract.
Public links (if you use them)
- Scope: one post/version only; no browsing
- TTL: 3–7 days; auto-revoke on approval or new version
- Identity: email + one-time code before approve/comment
- Watermark previews for paid/creative assets
- Full logging of views/approvals with IP/country
Export & incident response
- One-click export (CSV/JSON + assets) for audits or client offboarding
- Reopen flow: reopening after “Locked” creates a new version and a clear audit line
- Takedown kit: keep proof of rights/approvals for platforms or partners
Monthly compliance checklist (5 minutes)
- Random-sample 5 posts → verify logs, version hash, licences attached
- Check retention window against policy/contracts
- Review reopens after approval (root cause: checklist, roles, or SLA?)
FAQ
What makes a log “immutable”?
Append-only storage with time stamps and no edits; corrections are new entries that reference the original.
Who should be the Approver?
The person who owns brand risk (client brand owner or marketing lead). Keep exactly one A.
How long should we keep evidence?
12–24 months by default; extend per regulation or contract.
