What should be recorded when digital material changes hands?¶

When digital material changes hands, the transfer should be recorded in enough detail to preserve identity, condition, responsibility and continuity.

Avoid this assumption: Recording the names of the sender and recipient is enough. The record must also show exactly what was transferred and in what state.

Identify the device, media, file, export, account record or package using unique references.

Record serial numbers, filenames, file counts, folder names, provider references, labels and exhibit numbers where applicable.

Document the person releasing the material, the person receiving it, the date, time, location and transfer method.

Record the condition of physical items, packaging, seals, power state and connected accessories.

For digital transfers, record the source system, destination, method, tool, account and any conversion, compression, renaming or encryption applied.

Preserve transfer receipts, upload confirmations, portal references and error messages.

If the material was sent electronically, record whether it was emailed, uploaded, copied to media or transferred through an approved evidence system.

Do not assume the transferred copy is complete. Record any missing files, failed items, size differences or known limitations.

Where the recipient is a specialist, record the purpose of the handover and any handling instruction.

Both parties should be able to explain what changed hands and when responsibility transferred.

Record whether the recipient confirmed receipt and whether the material was accepted without qualification or with a stated problem.

Operational takeaway¶

Record every handover with unique identifiers, condition, source, destination, method, time and responsibility so the material remains traceable throughout the investigation.