How to Collect Client Documents Securely
A step-by-step guide to replacing email attachments with secure, compliant document collection.
Email attachments are convenient but risky. They lack clear access controls, audit trails, and defined retention. For regulated firms, this creates significant compliance exposure.
This guide explains how to build a secure document collection workflow that protects client data and speeds up onboarding.
Start with a clear document checklist
Clients are more likely to complete requests when they know exactly what is required. Create checklists tailored to each service, such as mortgage onboarding or tenant referencing.
A guided checklist also reduces internal rework because every team member requests the same items.
Use secure, expiring links
Replace email attachments with secure links that expire. This protects files in transit and prevents accidental sharing.
Single-use links also make it easier to confirm who accessed documents and when.
Track every action
Audit trails are essential for FCA and GDPR compliance. You should be able to show who uploaded a document, who viewed it, and when it was deleted.
Track these events automatically to avoid gaps during audits.
Delete on schedule
Secure collection does not stop at upload. Set clear retention periods, automate deletion, and keep proof that deletion occurred.
Clients gain confidence when they see a transparent timeline for document removal.
Quick steps
- Step 1: Define a checklist for each onboarding flow.
- Step 2: Send a secure upload link with a clear deadline.
- Step 3: Track upload progress and remind clients automatically.
- Step 4: Review documents, then auto-delete on completion.
Key takeaways
- • Secure collection requires checklists, access control, and deletion.
- • Audit trails provide evidence of compliance.
- • Automation reduces manual chasing and delays.
FAQs
Is email ever acceptable for sensitive documents?
Email is rarely sufficient for regulated document handling. Secure portals reduce the risk of misdelivery and provide audit evidence.
How do clients feel about secure portals?
Most clients prefer secure portals when they are simple and mobile-friendly. Clear instructions and minimal friction are key.