What should be recorded when digital material changes hands?¶

Record exactly what transferred, its condition or digital state, the releasing and receiving parties, the method and the moment responsibility changed.

Identify the transferred material uniquely¶

Use exhibit or evidence references together with serial numbers, labels, filenames, file counts, folders and provider references. For physical items, note packaging, seals, condition, power state and attached accessories. For digital delivery, identify the source, destination, tool, account and any compression, encryption, renaming or conversion.

Record the people, date, time, location and transfer route - physical handover, approved portal, evidence system or media. Preserve upload confirmations, receipts, portal references and errors.

Confirm what the recipient received¶

Completeness should not be assumed. Note missing or failed items, size differences and known limitations, and whether the recipient accepted without qualification. Record the purpose and any handling instruction, especially for specialist examination.

Both parties should be able to identify the same material and explain when custody passed. A record of names alone cannot show whether the correct device, complete export or unchanged copy reached its destination.