Sending Sensitive Documents Across Hampton Roads: 7 Chain-of-Custody Tips for Local Businesses

Know exactly what you're sending

Before anything leaves the office, write down what's in the envelope, who sent it, who should receive it and when it left. A simple log in a notebook or spreadsheet is enough. If a question comes up later, you'll know exactly what was in transit and when.

Source: FTC, Protecting Personal Information (keep an inventory of the information being shipped)

Send only what's needed

The FTC's advice to businesses is to keep only the sensitive information you actually need, and the same logic applies to what goes in the envelope. If the recipient doesn't need a Social Security number, account number or date of birth, remove the page or redact it before you seal it.

Source: FTC, Protecting Personal Information ("Scale Down")

Seal it and label it plainly

Use a sealed, opaque envelope or document mailer. The outside should show the recipient's name, company and address, not what's inside. A label like "Confidential: Settlement Agreement" tells everyone who handles the package exactly what it is.

Choose delivery you can track

When sensitive information goes out with an outside carrier, the FTC recommends using a service that lets you track the delivery. You should know when your documents were picked up, and get confirmation when they arrive.

Source: FTC, Protecting Personal Information (physical security)

Name a recipient, and confirm the hand-off

Address the envelope to a specific person, not just "Front Desk" or "Legal Department," and make sure someone confirms when it arrives. For anything sensitive, tell your courier up front whether it may be left with a receptionist or must go to the named person only.

Ask how your documents will be handled

A good courier should explain its process plainly, before the first pickup. At CoastGo Express, we deliver to the person you name. If they aren't available, we follow your instructions: by default, we leave the envelope with the receptionist and get a signature, or leave it at the front door and take photos as proof of delivery. If you'd rather it go only into the recipient's hands, or you've set a specific meeting spot, just tell us and we'll follow those directions.

Source: FTC, Protecting Personal Information (security practices of contractors and service providers)

Don't let documents sit

The FTC reminds businesses not to leave sensitive papers out where no one is watching them. The same goes for an envelope left on a lobby counter, in an outgoing tray overnight, or in an unattended car. A scheduled pickup and direct delivery keeps the time your documents spend "in limbo" short. For truly sensitive documents, ask for hand-to-recipient delivery or a set meeting spot, so nothing is left unattended.