Sample Documents
Illustrative examples of the documents that may appear in a preservation matter from written intake through transfer, verification, and completion. Exact records vary by source type, transfer path, scope, and delivery format.
These samples are illustrative only. They do not constitute legal advice, a complete matter file, or the final record package for any specific matter.
How the record package is usually structured
- The opening record identifies the matter, likely sources, authority path, and immediate handling concerns.
- Authorization or approval records confirm the permitted acquisition or transfer path when needed.
- Custody, receipt, transfer, and verification records are added to match what actually occurred.
- Preservation records help the receiving party understand what was preserved, how it moved, and what was delivered.
What these samples represent
- Illustrative examples of real record types used to open, control, transfer, verify, and complete preservation matters.
- Structure, labeling, and field discipline rather than a fixed bundle of forms for every matter.
- A practical view of what may accompany preserved devices, exports, replacement media, or a delivered record set.
Why the record mix changes
- A narrow provider-export matter may need only opening, authorization, and preservation records.
- A direct device handoff may add receipt, custody, transfer, or return records.
- Verification and replacement-media records appear when they match the actual handling path.
Reference: Chain-of-Custody Field Guide (PDF)
Records that establish scope, authority, and opening posture
These items help define what is being handled, who approved the path, and how the matter begins before transfer or preservation records are assembled.
Intake Summary Template
Document ID: D365-INTAKE-001Use: A concise opening record for matter reference, source condition, authority path, timing considerations, and the planned preservation sequence before fuller engagement terms are set.
Typical fit: The matter should begin with a clear opening record before access, transfer, or fuller matter instructions proceed.
Not a substitute for: The final engagement letter, authority record, or preservation records.
Forensic Imaging Authorization Form
Document ID: D365-IMG-AUTH-001Use: An authorization record confirming the approved imaging or acquisition path for a source.
Typical fit: Preservation involves an imaging step or another controlled acquisition method that should be explicitly authorized.
Not a substitute for: Proof that the full matter scope has been completed or that broader expert consulting is included.
Records that track handoff, continuity, and confirmation points
These records appear when a source changes hands, replacement media is used, or verification values are captured as part of the matter path.
Chain-of-Custody Acknowledgment
Document ID: D365-COC-ACK-001Use: A transfer-oriented record confirming receipt, custody continuity, and handoff details.
Typical fit: A device, storage medium, or other preserved source changes hands during intake, transfer, or return.
Not a substitute for: The full set of handling logs, storage records, or authorization materials tied to the matter.
Hash Verification Record Sheet
Document ID: D365-HASH-001Use: A record of verification values associated with preserved images, exports, or transferred files when used.
Typical fit: The matter includes a source or transfer path where verification values help confirm continuity and file integrity.
Not a substitute for: A standalone explanation of the entire preservation method or the only record required for defensible handling.
Evidence Storage Device Metadata Sheet
Document ID: D365-ESDMS-001Use: A structured record identifying delivered storage media and associated metadata fields.
Typical fit: Preserved data is transferred on replacement media and the receiving party should have a clean inventory reference.
Not a substitute for: A chain-of-custody record by itself or the matter’s broader scope and delivery records.
Records that help the receiving party understand what the matter closed with
These examples show how the delivered package can be framed, summarized, and explained without turning the page into a larger document library.
Attorney & Legal Review Cover Sheet
Document ID: D365-LGL-001Use: A cover sheet that frames scope, handling posture, and the purpose of the accompanying record set.
Typical fit: Counsel or another responsible stakeholder needs a concise front-end summary of what the accompanying record package covers.
Not a substitute for: A legal opinion, merits summary, or the underlying preservation records.
Preservation Summary
Document ID: D365-PSUM-001Use: A concise preservation summary describing what was preserved or transferred and the general preservation and transfer sequence.
Typical fit: The matter calls for a structured summary accompanying the delivered media, exports, or related record set.
Not a substitute for: A litigation brief, forensic opinion, or a full chronology of every downstream event after delivery.
Record Package Diagrams
Reference PDFUse: A visual reference showing how intake, handling, transfer, verification references, and preservation records fit together in a controlled record path.
Typical fit: A reader needs a fast orientation to how the record package connects across the life of a matter.
Not a substitute for: A standalone scope document or an instruction set for every matter type.
How records are selected for a matter
Record selection depends on the source path, whether the matter involves a direct device handoff or a provider export, and what the receiving party needs to understand at completion. The governing principle is that the record set should match what was actually handled and transferred. For the deliverables view these samples support, see Deliverables.