Mapping the shortcuts people already use
Informal USB drops and personal inboxes are part of the real path. Record them honestly before you redesign.
If you only document the official procedure, the redesign will miss the routes people take when the shared drive is slow or a director is travelling.
During discovery we ask custodians to describe the last three transfers, including the awkward ones. USB sticks, WhatsApp document previews, and “just this once” personal email forwards appear often. We sketch them without blame.
Those shortcuts show where friction lives. A new path that ignores that friction will be ignored in return. Secure file-sharing process design earns trust when the written route is easier than the old workaround for most ordinary days.