Security of client data is always at the forefront of any case that UHY Advisors assists our clients with, as proper security of all evidence that is preserved is paramount to preventing the foundation of a spoliation argument.
Collection Documentation
UHY Advisors has a comprehensive set of paperwork that must be completed for each forensic collection of client data that includes Chain of Custody, Imaging Forms and the Master Imaging List.
The Chain of Custody documentation provides a complete history of each piece of evidence as it handed off by the client to UHY Advisors for forensic collection. The Chain of Custody documentation becomes a comprehensive map of where each piece of evidence came from, where it is going to and what entity has possession of the evidence. Client and UHY Advisors’ technician signatures are required on the Chain of Custody form for each transaction stage.
A Forensic Imaging form is a complete history of the piece of evidence that is being collected. This form documents invaluable information such as make, model, serial number, volume and other technical specs. UHY Advisors will always capture the BIOS information of each PC, laptop, or server that collection is completed on to document the current date and time of the device. Accurate documentation at the point of collection can insure that the collection is completely defensible should specifics ever be challenged at a later point in court.
The Master Imaging List is a digest of all devices that are forensically imaged at a client site. The list contains custodian information, location of collection, evidence information and specifics on what UHY Advisors evidence drive numbers are used at the point of collection. The Master Imaging List is provided to the client so that after the completion of the collection so that a complete picture of all evidence is visible. Future collection information is appended to this same Master Imaging List so that a log of all client evidence is readily available.
Evidence Transportation & Handling
Once the appropriate data has been collected in a forensically sound manner, making certain that we do not disrupt metadata and other key attributes of the acquired files, we return to our processing lab and begin proper chain of custody proceedings so that the data set remains unspoiled. While onsite, all acquired evidence is handled in the same manner used by State and Federal law enforcement agencies, ensuring that all evidence is securely “bagged” and bonded by a tamper-proof seal to prevent access to the data while in transit. All evidence is entered into a secure real-time repository where it is tracked throughout the life-cycle of the matter.
Lab Security & Evidence Storage
All original client data is kept in an evidence vault to ensure that access is limited only to our professional team. The eDiscovery and Digital Forensic labs are secured in our Houston facility and monitored around the clock by closed circuit cameras. All entrances and exits within our facility and within the building are monitored through the swipe of a magnetic badge reader. Our lab facilities are further secured by a state-of-the-art biometric locking system that verifies each person who enters and logs all entrances and exits. Access to our lab and processing facilities is highly restricted. Furthermore, our secure evidence storage room is secured by a PIN-enabled locking system, and monitored by motion detecting alarms to prevent unauthorized access. All original evidence is stored in a temperature controlled vault, which prevents spoliation and damage in the event of a catastrophic event.
In all of our cases, the proper collection and subsequent handling of potentially relevant electronic data has helped our clients to avoid spoliation claims and save significant amounts of money. Maintaining an impenetrable facility is just one more step that we use to ensure a defensible process is maintained. All client data and files are stored on servers that are kept on a separate, secure network. The secure network remains “dark” so that no access to client data via the Internet of the UHY Advisors LAN is permitted. All client files that are kept by our project managers on their laptops are fully encrypted to prevent data from falling into the wrong hands, should one of the machines be lost or stolen. Our security and chain of custody procedures are internally audited twice yearly to ensure we are in compliance with all known security protocols, further reinforcing the fact that UHY Advisors takes the security of our client data seriously.
Creation of Best Evidence
UHY Advisors will always create a second copy of all forensically collected client data in a procedure known as Best Evidence Creation. The master copy of the evidence is kept secure in our evidence vaults and the second copy is loaded to the secure network. This procedure insures that no original evidence can be contaminated or altered in any manner.
Texas State Private Investigators Licensing
UHY Advisors’ eDiscovery & Digital Forensic practitioners are licensed in the State of Texas to ensure we comply with all required regulations. Our PI license number is on file with our internal audit team and can be provided for review upon request.