However your organisation in Melbourne stores important or confidential information, you need processes in place to keep that information secure while it’s in use. Information travels from person to person and place to place all the time. In itself, this isn’t a problem, but if you have no way of tracking your paper or digital documents all kinds of problems can arise.
A well-documented chain of custody will help you keep track of where your valuable information is at all times, so you’ll see who has handled your documents and for how long.
A thorough chain of custody for all important documents will help you to:
For paper documents, the simplest way to create a chain of custody is with custody forms that each person who accesses the document has to fill out. This form should include all the information you’ll need to track the document properly:
Electronic documents are best tracked using specialised software programs that help establish a chain of custody. Other important steps to maintain the integrity of digital files are:
Maintaining chain of custody processes while your documents are in transit may be even more important than your internal tracking. When choosing a company to transport your documents, be sure to check the following:
Tracking your document should continue right up until document destruction. A professional shredding service should ensure your document remains secure at all points from your location to their document destruction facility. Once the information in the document is thoroughly erased from existence they should also provide you with a certificate of destruction to close out your chain of custody.