Preservation Scope & Documentation Controls
Focused exclusively on defensible documented evidence handling and acquisition for legal and insurance-related matters.
This page serves as the Documented Evidence Handling guide referenced across Data365 materials.
Engagement begins by email with written scope and authorization.
Preservation Scope
- Devices & media: laptops, desktops, external drives, removable media (handled under written scope).
- Cloud-hosted data: mailboxes, cloud drives, and collaboration platform exports (via authorized provider tools where available).
- Authentication / access logs: directory services, IAM/SSO, VPN, and related audit records (when provided under authorization).
- Publicly accessible website content, captured and documented with associated metadata
Preservation Defensibility Controls
- Written scope established before services are performed. (what, why, and boundaries).
- Read-only handling where applicable; originals protected.
- Hash verification for images/exports delivered.
- Chain of custody style logging for receipt, handling, and transfer.
Defensible Documentation for Legal and Insurance Matters
Preservation deliverables are accompanied by contemporaneous handling records designed to support downstream legal review and claims workflows without interpretation.
What You Receive
- Chain of Custody Record (PDF)
- Acquisition Log and Handling Notes
- Hash Verification Record (where applicable)
- Storage / Device Metadata Sheet (where applicable)
- Delivery Manifest and Verification Outputs
Documentation is produced contemporaneously and maintained in accordance with defined handling procedures. These records are commonly used to support internal review, insurance claims handling, and legal preservation obligations. No legal analysis, content interpretation, or evidentiary conclusions are provided.
When digital evidence is lost before counsel is retained
Long before a matter becomes formal, routine system activity can alter or erase digital evidence.
Beginning intake by email helps ensure that key handling decisions are documented in writing from the start.
Why defensible preservation controls matter early
Preservation risks often arise before formal obligations are stated.
This video explains how routine system behavior can affect evidence availability during that early stage.
Engagement boundary: Contacting Data365 Evidence does not create a client relationship or obligation to act. Engagement begins only after written scope and authorization are confirmed and acknowledged.
After preservation
Once materials are preserved, the next phase typically involves secure transfer, integrity verification, and documented handoff for legal review or downstream expert work where applicable.
Core doctrine cluster