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DC-Services — Digital Claims Services Limited
Legal Documentation

DC-Services UK Evidence Handling Policy

How client materials are received, organised and handled — and what we never change.

This policy describes how Digital Claims Services Limited (trading as DC-SERVICES UK) receives, organises and stores the records, statements and supporting materials submitted for documentation engagements. It is informational only and is not financial, investment, legal or tax advice.

Last reviewed: February 2026 · 20 sections

evidence-handling-policy.pdf · A4 · brandedAll documents
01

Purpose of evidence handling

  1. 1.1DC-SERVICES UK publishes this policy so clients know how their submitted materials are handled from intake to closure.
  2. 1.2Evidence handling covers receipt, indexing, storage, access, retention and return or deletion of client materials.
  3. 1.3The policy applies to all documentation engagements regardless of size.
  4. 1.4Clients can rely on this policy as a baseline standard.
02

Definition of client evidence

  1. 2.1Client evidence is any record, document, statement, export or correspondence supplied by the client for an engagement.
  2. 2.2It includes both originals and copies, paper and digital, and structured and unstructured content.
  3. 2.3It does not include opinions, instructions or commentary supplied separately as guidance to us.
  4. 2.4Definitions are applied consistently across all engagements.
03

Submitted records

  1. 3.1Submitted records are received through the secure client portal or, where agreed, by encrypted file transfer.
  2. 3.2Receipt is logged with timestamp, sender identifier and a unique record reference.
  3. 3.3Records sent through insecure channels are quarantined until a secure copy is supplied.
  4. 3.4Clients receive a confirmation of receipt for material submissions.
04

Accepted file types

  1. 4.1Common document, spreadsheet, image and structured-data formats are accepted; executable file types are not.
  2. 4.2Accepted formats are published in the portal and updated as needed.
  3. 4.3Files in unusual formats are converted by us where possible, or returned to the client for re-supply.
  4. 4.4Format limitations are explained when a file is rejected.
05

Document intake process

  1. 5.1Intake passes every submitted record through a defined intake checklist before it enters the engagement file.
  2. 5.2Intake records the source, format, size, hash and date of receipt.
  3. 5.3Records failing intake are quarantined and the client is informed.
  4. 5.4Intake outputs feed directly into the case index.
06

File naming and indexing

  1. 6.1Files are renamed against an internal naming convention that preserves the original name in the metadata.
  2. 6.2Indexing places each file under a category and date in the engagement structure.
  3. 6.3Naming and indexing make later retrieval predictable and auditable.
  4. 6.4The naming convention can be shared with clients on request.
07

Record mapping

  1. 7.1Mapping links each record to the engagement issue, period or counterparty it relates to.
  2. 7.2Mapping is performed by a preparer and verified by a reviewer.
  3. 7.3Mapping outputs feed into chronologies, indices and deliverable templates.
  4. 7.4Mapping does not alter the underlying record.
08

Chronology building

  1. 8.1A chronology orders relevant events drawn from the records by date and time.
  2. 8.2Chronologies are built from records, not from inference, and cite their source.
  3. 8.3Where a record's date is uncertain, the uncertainty is noted in the chronology.
  4. 8.4Chronologies are versioned and changes are tracked.
09

Source labelling

  1. 9.1Every record entering the engagement file is labelled with its source — for example bank, exchange, platform or client correspondence.
  2. 9.2Source labels support traceability from a deliverable back to its original record.
  3. 9.3Where source identification is uncertain, the uncertainty is noted.
  4. 9.4Source labels are not removed from records, even where they are filtered out of a deliverable.
10

Chain of handling

  1. 10.1Each significant action taken on a record — receipt, indexing, redaction, sharing — is logged.
  2. 10.2Logs allow the chain of handling to be reconstructed at any later point.
  3. 10.3Logs are tamper-evident and accessible only to authorised staff.
  4. 10.4Chain-of-handling summaries can be provided to clients on request.
11

Client responsibility for accuracy

  1. 11.1Clients are responsible for the truthfulness and completeness of the records they supply.
  2. 11.2DC-SERVICES UK organises and presents what is supplied; it does not invent or alter content.
  3. 11.3Where a record is known to the client to be inaccurate, the client should not submit it as evidence.
  4. 11.4Clients should also tell us when more accurate records become available.
12

No alteration of original content

  1. 12.1Original content of submitted records is never altered by DC-SERVICES UK staff.
  2. 12.2Where edits are needed for presentation, they are applied to working copies, not originals.
  3. 12.3Originals are preserved with their integrity hash.
  4. 12.4Any need to alter a record is referred back to the client.
13

Working copies

  1. 13.1Working copies are created for indexing, structuring and presentation purposes.
  2. 13.2Working copies are clearly marked as such and tied to the source record.
  3. 13.3Edits to working copies are version-controlled.
  4. 13.4On engagement closure, working copies are retained or destroyed according to retention rules.
14

Redaction where applicable

  1. 14.1Where a deliverable requires removal of personal or third-party data, redaction is applied to working copies.
  2. 14.2Redaction is logged with reason and approver.
  3. 14.3Redaction does not affect the underlying original record.
  4. 14.4Clients are told if a deliverable contains redactions.
15

Secure storage

  1. 15.1Records and working copies are stored in access-controlled, encrypted storage within UK or EEA jurisdiction by default.
  2. 15.2Storage providers are bound by Article 28-aligned data-processing terms.
  3. 15.3Backups are encrypted and access-restricted.
  4. 15.4Storage standards are reviewed periodically against industry baselines.
16

Access control

  1. 16.1Access is restricted by role to staff assigned to the engagement and to the supervisory reviewer.
  2. 16.2Access is logged and reviewed on staff changes.
  3. 16.3Access tokens are time-bounded where appropriate.
  4. 16.4Clients can be told the high-level access model applied to their engagement.
17

Retention connection

  1. 17.1Retention periods for records and working copies are set by the Data Retention Policy and any statutory requirement.
  2. 17.2On expiry, materials are deleted or anonymised under documented procedures.
  3. 17.3Deletion events are logged.
  4. 17.4Clients can request early deletion subject to legal-hold considerations.
18

Return or deletion of materials

  1. 18.1On engagement closure, clients may request return or secure deletion of their materials within the retention window.
  2. 18.2Return is performed through the secure portal; deletion is logged and confirmed in writing.
  3. 18.3Where legal hold applies, the request is paused and the client is told.
  4. 18.4Once deletion is complete, recovery is not possible.
19

Limits of document review

  1. 19.1Document review under this policy is administrative — organising and structuring evidence — not legal, financial or forensic review.
  2. 19.2Limitations of administrative review are explained in the engagement letter.
  3. 19.3Where a forensic or legal opinion is needed, the client should engage a qualified specialist.
  4. 19.4DC-SERVICES UK can refer clients to suitable specialists where appropriate.
20

Transparency statement

  1. 20.1This policy is published so the standard is the same for every client.
  2. 20.2Where the engagement letter sets a higher standard, that higher standard applies.
  3. 20.3If there is a conflict between this policy and a signed engagement letter, the engagement letter prevails.
  4. 20.4Updates are published with a new 'Last reviewed' date.
Frequently Asked Questions

Questions about this page

Will you change my documents?
No. Originals are preserved unchanged. Edits, redactions and reformatting are applied to working copies only.
How do you keep my records secure?
Records are encrypted, access-controlled, stored within the UK or EEA by default and handled by named staff under documented procedures.
Can I get my documents back at the end?
Yes. On engagement closure you may request return or secure deletion. Where a legal hold applies we tell you and pause the request.
Is this the same as forensic review?
No. This policy covers administrative organisation of evidence. Forensic, legal or financial opinion work is outside scope and should be carried out by a qualified specialist.
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