Start with the right question
A claim file can pass between a customer, insurer, adviser, and service provider. Without a log, people may discuss different versions or assume an attachment was received when it was not. Use a simple record tied to stable file references.
Work through the checks
Identify the file version
Record the filename, version, and a brief description. Keep originals distinct from redacted or annotated copies. If an integrity check is used, retain its value and method separately from assumptions about the content's truth.
Identify the recipient and purpose
Record the intended person or organization and why the file was sent. Check the approved delivery method. Do not use a public link simply because it is easier to share.
Record the transfer
Note the date, channel, attachments, and any access restrictions. Keep the sent message or upload confirmation. A successful upload is not necessarily proof that the intended reviewer opened every file.
Track corrections
If the wrong version was sent, record the correction and the recipient's response. Do not erase the earlier entry. A transparent history is more useful than a tidy log that hides mistakes.
A record you can use
- File and version reference
- Recipient and purpose
- Date and delivery method
- Confirmation
- Correction or access issue
Keep this record locally. Use document references rather than publishing account numbers or other people's personal details. An empty field means the information is still missing; it should not be filled with an AI guess.
Worked example
A fictional claimant sends a redacted invoice to an adviser, then discovers the attachment was an earlier draft. The log records both transfers and identifies the replacement. The earlier entry remains so the adviser can understand which version was available at each point.
This example is fictional and illustrates the method, not a real case result.
Limits and next steps
A personal transfer log is not a substitute for a formal chain-of-custody process where one is required. Privacy, legal preservation, and disclosure obligations may affect how records should be handled.
Use the log alongside the document index and retain the actual confirmations. Ask the recipient about secure formats and access requirements before sending sensitive material.