Document Collection Security Checklist

If you collect tax, legal, mortgage, or insurance documents, security should be part of the workflow design, not an afterthought. Use this checklist to review your current intake process.

1) Link and access hygiene

• Use unique upload links per client request, not shared folder links.
• Avoid posting upload links in public channels or group threads.
• Limit internal access to only staff who need that request.
• Close or archive requests that are no longer active.

2) File transfer and storage controls

• Ensure uploads and dashboard traffic are served over HTTPS.
• Store files in encrypted cloud storage, not personal inboxes.
• Use scoped, time-limited links for file download access.
• Keep upload and download actions inside authenticated workflows.

3) Process controls for teams

• Use structured checklists so clients know exactly what to upload.
• Track pending vs uploaded status per checklist item.
• Use reminder automation instead of ad hoc chasing messages.
• Document who can create, edit, and close requests.

4) Retention and housekeeping

• Define how long requests and files should remain active.
• Archive or close stale requests on a fixed cadence.
• Review inactive uploads and remove data no longer needed.
• Keep your privacy and terms pages updated as workflows evolve.

Quick monthly review cadence

1. Sample 10 active requests and verify link/access hygiene.
2. Review pending requests older than your normal cycle time.
3. Confirm reminders, closures, and retention actions are running.

This checklist is intentionally practical. If you want deeper policy detail, review your legal and compliance obligations with counsel.

Review FileChute security details or create a free request to apply this checklist to your current intake process.