> For the complete documentation index, see [llms.txt](https://docs.cortex.aic.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.cortex.aic.io/workflow-guides/collection/authority-cases.md).

# Authority Cases

**Open this area:** In the CORTEX menu, select **Sources & evidence → Authority cases**.

Connect current source and requirement scope to a reviewed processing purpose and a bounded external authority decision.

**Who uses this:** Collector, Reviewer, Administrator.\
**Open in CORTEX:** `/collection/authority`.\
**In-app guide:** `/help?topic=authority-cases`.

**Expected result:** An independently reviewed authority case retains the applicable body, jurisdiction, power, safeguards and dates without granting investigative powers.

## Before you start

* Select the intended workspace and obtain the explicit authority and source-review capabilities. Workspace roles restrict existing global grants; they do not supply them.
* Prepare a current approved processing activity for exactly one source and 1–19 collection requirements. Use the source and requirement selector to resolve current revisions without copying hashes.
* Obtain the actual external decision, authorising official and capacity, legal-owner reference, applicable source editions, commencement evidence and owner-approved UTC dates.

## What to do

{% stepper %}
{% step %}

## Prepare the processing scope

From the source, choose Prepare a processing assessment. Select the current requirements covered by the source handling and apply their exact revisions.

Record the actual body, jurisdiction and purpose, permitted collection/acquisition operations, regime and safeguards. Obtain independent applicability review.
{% endstep %}

{% step %}

## Register an authority case

The Before you begin panel shows authority-case access and the approved processing assessment needed for the exact source and requirement scope.

Select the assessment on Reviewed scope and enter a case title. Continue is available when that step is complete.

Power and safeguards then needs an explicit category, provision, necessity, proportionality, limits and both safeguard descriptions. Required labels, issue lists and step colors update as fields change.
{% endstep %}

{% step %}

## Retain applicable notices

The External notice step is optional until you select Retain an applicable external notice.

Then its type, external reference, provision and safeguards are required; actual known UTC dates must be ordered. Back and completed-step selection preserve the unsaved form.

Protected-electronic-information notices require notice details before approval.

The record neither issues a notice nor acquires keys, intercepts communications or performs interference.
{% endstep %}

{% step %}

## Review and save the draft

Review and save requires a 10–2,000 character accountable reason and, for an amendment, a variation or renewal choice.

The final action retains one draft; no partial record is saved when moving between steps. Saving a variation or renewal clears current approval but retains earlier revisions and source attestations.

If the save response is uncertain, retry the same values on this page; a conflict preserves the draft, while access loss clears sensitive entries.
{% endstep %}

{% step %}

## Obtain independent authority review

A separately authorised reviewer who has not edited any case draft opens Review external authority.

Record the actual external decision and time, legal owner, authorising official/capacity, body/power eligibility and oversight. Map current clauses and commencement; select a current approved profile and explain adoption.

Enter owner-approved effective, review and expiry dates.
{% endstep %}

{% step %}

## Attach the decision to the source

Open Source-use authority and choose the approved case for that source.

The guided review separates authority and permitted use, exact requirement scope, and final attestation. Continue validates each step; Back or a completed step revisits the browser-only draft without retaining a partial decision.

Recording checks the entire requested scope again.
{% endstep %}

{% step %}

## Use the current reviewed scope

Task proposals, retasking, option selection, capacity reservation, assignment confirmation and collection start recheck the exact attached case and processing decision for the entire window.

Ingest rechecks before reading bytes or reporting duplicates, and before queueing the retained original.

Resolve the current assessment and source revision before retrying refused work.
{% endstep %}

{% step %}

## Vary, renew or stop use

Choose Vary or renew case when scope or duration needs a new decision. Saving either creates a draft and clears approval.

Suspension also requires a new draft and review before reuse. Cancellation is final; register a successor.

Every previous decision remains in retained history.
{% endstep %}

{% step %}

## Inspect retained history

Select one revision to inspect its attributed content, hash, external decision and dates.

Historical approval is evidence only. It does not establish that a current source, requirement, processing activity or profile remains eligible.
{% endstep %}
{% endstepper %}

## Check the result

* Does the exact body have the asserted power in the selected jurisdiction?
* Does the purpose match the reviewed processing activity and current resources?
* Are necessity, proportionality, sensitive-category and privileged-material safeguards explicit?
* Are clauses, commencement, oversight and external officials evidenced?
* Does the independent review end no later than the processing review?

## If you get stuck

<details>

<summary>Why is my approved processing activity unavailable for this case?</summary>

The activity must contain exactly one current source and 1–19 distinct current requirements, permit collection or acquisition, and cover the same body, jurisdiction and purpose.

Prepare or reassess it with the resource selector, obtain review, and select its current revision.

</details>

<details>

<summary>Why did attachment fail?</summary>

Check current source content, requirements, exact case version, purpose, operations, handling, profile, processing decision and dates.

The attestation cannot exceed the approved scope or review boundary. Refresh and obtain a new review when any assessed input changes.

</details>

<details>

<summary>Can I approve my own draft?</summary>

No. The reviewer must not have edited any retained draft. A separate authorised reviewer must record the external decision.

</details>

<details>

<summary>Does selecting a bulk category or notice execute a legal power?</summary>

No. The application retains metadata and accountable external decisions. It does not establish statutory eligibility, serve notices or execute collection powers.

</details>

## Responsibility and limits

* Collection discipline, technical permission and workspace role do not establish legal powers. Unknown powers cannot be approved. Bulk interception/acquisition/equipment interference, Part 7, Part 7A and third-party bulk personal datasets remain distinct categories.
* Case read, edit, approve and use are separate capabilities. Source attestation also requires its own reviewer capability, direction access and current case/processing/profile checks.
* On the authority-case list, Search applies edited text; the pending notice shows when it has not been applied. A failed search or page change keeps the last confirmed cases and page visible with a stale-results warning. Previous and Next use the last applied search. If access is lost, the list, filter and create action are cleared. Searching and paging do not change retained records.
* No universal statutory duration is supplied. Use the actual approved dates; due review, expiry, cancellation, suspension or changed scope requires reassessment.
* Conflicts preserve form inputs. An uncertain registration can be retried with the same values on the same page. Access failures clear sensitive form content; do not put case narratives into support logs.
* Stopping authority does not erase or disclose evidence. Existing source attestations without a case remain retained; they cannot support new tasking or ingestion.
* If authority changes after an allocation intent or original upload is stored, inspect retained state before retrying. Resolve capacity through cancellation/release. Interrupted uploads preserve original custody and are not queued. Actual external legal-owner acceptance remains required.

## Reference and scope

F13 external authority and F14 processing applicability. Actual legal-owner, current clause, commencement and oversight evidence is required for the exact body and jurisdiction.

## Related workflows

* [Record processing purposes and privacy applicability](file:///7397340/assurance/processing-activities.md)
* [Record authority before new source use](broken://pages/3ea597edb1748357b6a7dc5c5beba4fb3e2f9c10)
* [Plan collection and record observed results](broken://pages/9f06f9da6d83f0fc97ab65193a28eb4d7165788c)
* [Compare collection options, reserve capacity and review outcomes](broken://pages/89d6bc135e7a4f2c70d3b37f5057338d79df7ae2)
* [Preserve an original and review processing](broken://pages/0013ee41e1cac5e736e1d2d9f16ed6ce5675a80c)
* [Manage accounts, grants and workspace membership](file:///7397340/assurance/access.md)
* [Maintain a system control and evidence baseline](file:///7397340/assurance/system-assurance.md)