Chain of Custody in Document Scanning: Protecting Sensitive Records
By: USA IMAGING, Inc.
When it comes to handling sensitive records—whether legal case files, medical charts, or government documents—the responsibility goes far beyond scanning pages. Clients trust us with some of their most confidential information, and maintaining that trust means protecting every document from the moment it leaves their office until the secure digital copy is delivered. This protection is what we call chain of custody—and it’s one of the most critical parts of our process at USA IMAGING, Inc.
Why Chain of Custody Matters
Imagine a box of patient files or a stack of sealed government records being left in the wrong hands. The risks aren’t just about privacy; they include compliance violations, legal liability, and the loss of public or client trust. A broken chain of custody means no assurance of who accessed the files, where they went, or what might have happened to them.
At USA IMAGING, we treat every file like it’s evidence in a courtroom—it must always be accounted for, tracked, and protected.
Step 1: Secure Pickup
The chain begins the moment we collect your documents. We log every box, folder, or file into our system and provide receipts so you know exactly what left your office. Materials are transported in secure, locked vehicles—never left unattended—ensuring they remain intact until arrival at our facility.
Step 2: Controlled Facility Access
Once your records arrive, they’re stored in a controlled, access-restricted environment. Only authorized personnel can handle your files, and every stage of preparation and scanning is tracked. Our facility is monitored, and workstations are designed to prevent unauthorized viewing or duplication.
Step 3: Scanning with Accountability
During the scanning process, documents are carefully prepped, scanned, and verified under strict quality control. Each step is logged, ensuring there’s a clear record of who handled the files and when. Sensitive materials are never left unmonitored, and digital files are protected through encrypted servers and restricted access.
Step 4: Delivery and Secure Storage
After scanning, files are delivered according to your preference—encrypted media, secure file transfer, or uploaded into a protected repository. If requested, original documents are returned in the same organized condition they were received, or securely shredded per compliance requirements. Either way, the chain remains unbroken until the project is complete.
Why Institutions Trust Us
Over the decades, we’ve worked with hospitals, law firms, municipalities, and universities who cannot afford a single breach in custody. They rely on our documented, transparent processes to protect sensitive data—and that’s why USA IMAGING has become San Diego’s most trusted scanning partner.
Contact us: 858-513-6565 or request a quote.
