Before requesting files
- Confirm the legal or business reason for each document.
- Remove optional documents from the request.
- Assign an owner for review and follow-up.
- Set an expiry date for the request.
- Tell the client where the file will be stored.
During collection
| Control | Why it matters |
|---|---|
| Secure upload link | Avoids sensitive documents moving through normal inboxes. |
| Client-specific vault | Keeps files attached to the correct client record. |
| Role-based access | Limits who can view identity, finance or legal documents. |
| Status tracking | Shows what is missing without repeated manual follow-up. |
| Audit history | Records who requested, uploaded, viewed or approved the file. |
After collection
- Mark each document as accepted, rejected or needs clarification.
- Record review comments beside the document.
- Apply retention rules and review dates.
- Close the request once evidence is complete.
How HubSecure helps
HubSecure replaces scattered email attachments with secure file requests, client vaults, permissions, review status and audit logs.
Frequently asked questions
Why avoid email attachments for sensitive documents?
Email attachments are easy to forward, lose and detach from the client record. Secure requests keep files tied to ownership, review state and audit history.
What should happen after a document is uploaded?
The team should review the file, record the outcome, apply retention rules and keep evidence linked to the client record.
Can clients still use familiar tools?
Yes. HubSecure can sit beside existing productivity tools while controlling the sensitive client collection workflow.