Chain of Custody

What is Chain of Custody?

Chain of Custody is the documented record of how a document, record or other information is handled, accessed, transferred and maintained throughout its lifecycle. It establishes a traceable history of possession and activity, helping organizations demonstrate that information has remained controlled and its integrity has been maintained.

Key Features

• Custody Tracking: Records who has possessed or handled a document or record.

• Transfer History: Maintains details of transfers between authorized users, departments or locations.

• Access Tracking: Records relevant access and handling activities.

• Timestamped Records: Associates custody events with dates and times.

• User Identification: Identifies individuals or entities involved in handling information.

• Audit Trail Integration: Connects custody events with broader document activity records.

• Tamper Evidence: Helps demonstrate whether records have been altered or improperly handled.

• Controlled Access: Supports restrictions around who can access or transfer sensitive records.

Benefits

• Improves Accountability: Establishes responsibility for handling and transferring records.

• Supports Compliance: Helps organizations demonstrate controlled information handling.

• Protects Record Integrity: Provides evidence of how records have been managed over time.

• Strengthens Audit Readiness: Provides traceable information about custody and handling activities.

• Supports Legal Requirements: Can help demonstrate proper handling of records in legal or regulatory situations.

• Reduces Information Risk: Improves visibility into the movement and access of sensitive information.

• Improves Records Management: Provides greater control over records throughout their lifecycle.

Conclusion

Chain of Custody provides a documented history of how records and information are handled, accessed and transferred. Within a DMS, it can strengthen accountability, traceability and record integrity while supporting legal, regulatory and compliance requirements.