A documentation inventory manager which assigns a protection key to each piece of documentation that is received. More specifically, when providing information to a receiving company, a client provides their files to a common FTP server. As a support team of the receiving company accesses the files and stores some or all of the files to a local storage system, the files are modified to include an imbedded header record. In certain embodiments, the imbedded header record includes information regarding an original file name sent by the client, a key value that is assigned to that version of the downloaded file, permissions such as whether the file can be copied, and the inventory manager location. Each time a version of the file is downloaded to a different location within the receiving company, that file name, location, and new unique key is updated in the documentation inventory manager.