The scenario
An illustrative team adds a new collaboration tool, but its SSP and diagram still describe the prior environment. Different staff now give different answers about where protected information is stored.
The discussion
Start with the current information flow and inventory. Confirm who uses the tool, what information moves through it, how it is administered, and what provider responsibilities apply. Resolve the system facts first, then update diagrams, implementation statements, and evidence mappings together.
Questions for the team
Was the new service approved before use? Did CUI or FCI move into a new location? Which safeguards changed? Who signs off on the corrected record? Connect the scoping process to change management so the same mismatch does not reappear during the next technology change.