How can you secure records during transport?

1 Assess the risks

Before you transport any records, you should assess the potential risks involved. Consider the type and volume of records, the mode and duration of transport, the destination and route, and the security measures in place. Identify the most likely and severe threats, such as theft, loss, damage, interception, or unauthorized access. Evaluate the impact of these threats on your records and your organization. Based on your risk assessment, you can decide whether to transport the records or not, and what precautions to take.

2 Choose the right format

Depending on the nature and purpose of your records, you may need to choose the most appropriate format for transport. For physical records, such as paper documents or disks, you may need to use secure containers, envelopes, or bags that are sealed, locked, or encrypted. You may also need to label them clearly and discreetly, and keep an inventory of the contents. For digital records, such as files or emails, you may need to use encrypted devices, such as USB drives, laptops, or smartphones. You may also need to password-protect, backup, or delete the records after transport.

3 Select the best carrier

Another factor to consider is who will transport your records. You may have different options, such as using your own staff, hiring a professional courier, or using a postal service. Each option has its own advantages and disadvantages, depending on the cost, speed, reliability, and security of the service. You should choose the carrier that best suits your needs and budget, and that follows the relevant laws and regulations. You should also verify the identity and credentials of the carrier, and provide them with clear instructions and contact details.

4 Monitor the process

Once you have prepared and sent your records, you should monitor the transport process until they reach their destination. You should track the location and status of your records, using tracking numbers, receipts, or GPS devices. You should also communicate with the carrier and the recipient, and confirm the delivery and receipt of your records. You should report any issues or incidents that may occur during transport, and take corrective actions if needed.

5 Review the results

After you have completed the transport of your records, you should review the results and evaluate the effectiveness of your security measures. You should check the condition and accuracy of your records, and verify that they match your inventory and expectations. You should also collect feedback from the carrier and the recipient, and identify any problems or areas for improvement. You should document the transport process and its outcomes, and update your policies and procedures accordingly.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?