Secure Document Exchange Protocol (Delivery)

Secure Document Exchange Protocol (Delivery)

1. 01

   Classify each document by sensitivity before choosing a transfer method

   Label files as public, internal, confidential, or restricted. Public assets can move through standard sharing links, while restricted items like signed contracts or employee records require encrypted channels or dedicated eSignature platforms.

2. 02

   Select the appropriate tool based on the document type and client requirements

   For routine PDF edits and quick signatures, a lightweight editor like DocHub or UPDF may suffice. For legally binding agreements with audit trails, use a dedicated eSignature service such as Xodo Sign or Dropbox Sign. If the client mandates data residency or self-hosting, consider open-source options like DocuSeal.

3. 03

   Verify recipient identity and signing authority before sending

   Confirm the email address matches the client's official domain and that the named signer has authority to execute. For high-value contracts, require an additional verification step like SMS passcode or knowledge-based authentication if the platform supports it.

4. 04

   Set explicit permissions and expiration dates on all shared links

   Password-protect links containing confidential material and set view-only or download-disabled access where appropriate. Expire links after the delivery window closes to reduce the risk of unauthorized access later.

5. 05

   Send the document through the chosen channel and log the transaction

   Record the date, time, sender, recipient, and method in your project management system. For eSignature platforms, note the envelope ID or audit trail reference for future retrieval.

6. 06

   Track delivery and signing status until completion

   Monitor read receipts and signing progress. If a document remains unsigned past the agreed deadline, send a polite reminder through the platform or a direct email, escalating to a phone call if the client relationship warrants it.

7. 07

   Archive the final signed copy and all supporting materials in the client folder

   Store the executed PDF, the audit trail, and any related correspondence in a structured location such as Box or pCloud. Use a consistent naming convention that includes the client name, document type, and date.

8. 08

   Confirm receipt with the client and note any follow-up actions

   Send a short confirmation message summarizing what was delivered and what happens next. If the document requires countersignature or payment, outline the next step and expected timeline.