Purpose. Tracks all institutional digital assets owned or administered by ecosystem entities.
Applicability. Maintained by the Ecosystem Systems Administrator; reviewed and updated at minimum annually and within 30 days of any material access change.
# Form F — Digital Asset Registry
## Purpose
Form F is the authoritative inventory of all digital assets — domains, platform accounts, software licenses, social media profiles, cloud infrastructure, email accounts, and administrative credentials — owned or administered by any ecosystem entity (The Ganjier Guild, Smoke & Oakum LLC, or The Guild Collective). The registry supports continuity planning, access audits, and orderly transitions when administrators change. Recovery credentials (passwords, backup codes) are not stored in this registry; they are maintained separately in Form K, which is held in the Privileged-Confidential/ folder.
## Owner & Maintenance
**Owner:** Ecosystem Systems Administrator.
**Update cadence:** Reviewed and updated at minimum annually; updated within 30 days of any material access change (new asset, account transfer, license renewal, administrator change, or decommission).
**Live record location:** Governance Drive — Systems Administration folder (accessible to Ecosystem Systems Administrator and LLC officers). Form K (recovery credentials) cross-references this registry but is stored in the Privileged-Confidential/ folder.
## Fields Tracked
- Asset name / platform (e.g., ganjierguild.com, Google Workspace — Guild, Instagram @ganjierguild)
- Asset type (domain, email platform, CRM, website, social media profile, cloud hosting, software license, shared drive, payment processor, other)
- Owning / billing entity (C6, LLC, or Co-op)
- Primary administrator name and role
- Secondary / backup administrator name and role
- Account email address or login identifier (username only — no passwords)
- Billing cycle and renewal date
- Monthly / annual cost and billing method
- Date last verified active
- Recovery credential location reference (Form K section reference — no credentials stored here)
- Notes / dependencies (e.g., "DNS managed via GoDaddy — see domain record")
## Workflow
1. **New asset** — When any new digital asset is acquired or provisioned, the Ecosystem Systems Administrator adds an entry to Form F within seven days of activation.
2. **Access change** — When an administrator or license holder changes, the registry is updated within 30 days and Form G is updated within seven days.
3. **Annual audit** — At minimum once per calendar year, the Ecosystem Systems Administrator reviews all entries, confirms assets are active, verifies administrator contact information, and flags any assets scheduled for renewal or decommission.
4. **Material change report** — A summary of material changes is submitted to the LLC CEO at each annual audit cycle.
5. **Offboarding** — Form J (Offboarding Checklist) triggers a cross-check of Form F when any administrator departs.
## Cross-References
- **Form G** — Individual user access to assets listed in Form F is tracked in Form G.
- **Form H** — Access requests for assets in Form F are routed through Form H.
- **Form J** — Offboarding triggers a Form F review to update administrator records and revoke departing participant access.
- **Form K** — Recovery credentials for assets in Form F are stored in Form K (Privileged-Confidential/ only).