Protect Your Creation Before You Share It: Timing, Workflow, and Evidence

You just finished a logo, a Figma mockup, a campaign concept, a draft, or a tagline, and now you have to share it with a client, agency, printer, vendor, or partner. That is usually when the unease sets in: "What if someone reuses this? What if they claim they had it first? What if the date gets disputed?"

You can protect yourself by creating, before sharing, technical evidence of prior existence: hash + timestamp + archive.

This article covers when to do it (timing), how (workflow), what to keep (evidence), and the mistakes that tend to break a proof.

Timestamping a file means recording its unique fingerprint (hash) at a specific date, so you can show the file already existed in that exact form.

Simple Definition

• Hash (fingerprint): a unique mathematical signature of your file (for example SHA-256). If the file changes, even by 1 pixel, the hash changes.
• Integrity: your ability to show the file has not been altered since proof was created.
• Timestamping: associating a date with that hash through a timestamping mechanism (for example OpenTimestamps anchored to Bitcoin), with a verifiable receipt.

A hash proves integrity. A timestamp proves existence at a date. Together, they reinforce evidence for a specific version.

How It Works

Timing: when should you timestamp?

In practice, there are 3 strong moments (often complementary):

1. As soon as you have a shareable version (V0 / V1), before external discussion.
2. At each key milestone: version sent to client, approved version, delivered version.
3. Before publication: go-live, app submission, social release, production release.

The goal is not to timestamp everything, just to cover key versions tied to actual decisions and exchanges.

Recommended workflow (simple and solid)

1. 1
   Freeze the version you are about to share

   Export a stable version (PDF/PNG for design, SVG/AI + PDF export for logo, PDF/Markdown for text). Use clear naming (for example logo_clientX_v1_2026-02-22.pdf).
2. 2
   Generate the fingerprint (hash) and timestamp it

   Calculate the file hash and create a timestamp (for example through OpenTimestamps). LegalStamp automates this hash + timestamp pair and generates a proof receipt.
3. 3
   Archive your proof package

   Keep together: the original file, the timestamp receipt, and a short metadata file (context, client, brief, version, planned send date).
4. 4
   Share without overwriting the version

   Send the frozen version. Avoid links that replace the file at the same URL. Prefer one link per version or a direct attachment.
5. 5
   Be ready to verify later

   If a dispute comes up, recalculate the hash of the submitted file and verify it matches the timestamped receipt.

Quick example: verify a hash (useful in disputes)

# macOS / Linux
shasum -a 256 logo_clientX_v1_2026-02-22.pdf

# Windows PowerShell
Get-FileHash .\logo_clientX_v1_2026-02-22.pdf -Algorithm SHA256

The rule: the recalculated hash must match the hash from your proof.

What It Proves / What It Does Not

What it usually proves

• That this exact file (through its hash) existed no later than the timestamp date.
• That the file presented later is identical to the timestamped version (integrity).
• That you have version traceability (if you timestamp V1, V2, etc.).

What it does not prove by itself

• That you are the author (timestamping proves file existence, not automatic authorship).
• That another party did not independently create something similar.
• Full commercial context (brief, communications, order terms) if you do not preserve supporting records.

What to Keep (Your Evidence Package)

To maximize practical evidentiary value, keep:

• The timestamped file (frozen export) plus source files (AI/PSD/Figma export, source text).
• The timestamp receipt (technical proof) plus the hash.
• Project metadata: brief, creation date, client/project name, version.
• Creation-related communications: emails (with headers if possible), messages, meeting notes.
• Transmission records: send email, share link, delivery/deposit proof, acknowledgments.
• Version history: dated files, changelog, intermediate exports.
• Contract documents when relevant: quote, purchase order, NDA, terms, assignment clause.

Simple tip: create one PROOF/ folder per project and keep the structure consistent.

Pitfalls to Avoid (the ones that break your evidence)

• Timestamping a live file (Figma/Drive link that keeps updating) instead of a frozen export.
• Overwriting a shared file (same URL, same filename) and losing the sent version.
• Keeping screenshots only: weak traceability and ambiguity about source.
• Timestamping after sending: the other side can challenge relative timing.
• Losing the receipt or the original file: without one of them, verification gets hard fast.
• Poor version hygiene (names like final_v3_def_def2): confusing in a conflict.
• Missing context (brief, communications): a hash alone does not tell the full story.

Best Practices

• Export a frozen version before any external share (PDF/PNG/SVG depending on use case).
• Timestamp every sent version (at minimum V1 sent, V2 approved, V3 delivered).
• Keep file + receipt + metadata in an archive folder.
• Avoid overwrite links; use one link per version.
• Keep source files (AI/PSD) plus one readable export (PDF).
• Add a short project note: project, date, recipient, version, objective.
• Back up in 2 locations (for example local disk + cloud) with controlled access.
• Maintain a verification process (hash recomputation) for when you need to prove it.

FAQ

1) Does timestamping "prove" I am the author?

It strongly strengthens your file by proving a file existed on a date and has not been changed, but authorship can still depend on context and additional evidence (sources, process, communications).

2) If I email the file to myself, is that enough?

It can help as supporting context, but it is usually less robust than a verifiable timestamping mechanism plus proper archiving. Ideally, combine timestamping + communication records.

3) For a logo, what exactly should I timestamp?

In practice:

• one PDF export (readable, stable)
• one SVG when possible
• and, if available, the source file (AI/PSD) or a ZIP archive (frozen versions).

4) What if I change one small detail later?

Even a tiny edit changes the hash. You then need to timestamp the new version (V2). That is why version-based workflows matter.

5) Can I timestamp a full folder?

Often, teams use a frozen ZIP archive (or a selected set of key files). What matters is that the timestamped container remains stable and archived.

6) Is blockchain required?

No. The core concept is hash + timestamping + verifiability. Some teams choose blockchain anchoring (for example OpenTimestamps/Bitcoin) for additional robustness and independent verification.

7) How long does proof stay valid?

As long as you keep the original file, its hash, and the receipt, verification remains possible. Durability mostly depends on your archival quality.

8) What if I no longer have the original file?

You lose a critical piece: proof relies on matching the file (or its hash) against the receipt. Backups and organization are essential.

9) Are AI-assisted creations different?

The need for traceability is the same: frozen version, timestamping, and preserved context (prompt, iterations, edits, source files). This helps document your process.

Conclusion

Sharing a creation without any record is an avoidable risk. The habit to build is straightforward: freeze → hash → timestamp → archive → share without overwrite. You are not chasing a bulletproof legal document. You are building clear technical evidence that holds up when someone questions the timeline.

LegalStamp handles the hash, timestamp, and receipt in one step, so you can do this for every version without it becoming a task in itself.