In law firms, client files are always on the move, now more than ever. Whether a client changes firms or a lateral hire brings active matters, the stakes remain high. Attorneys must transfer information swiftly, maintain confidentiality, and securely document every handoff. In this playbook, we provide legal and IT teams with a practical blueprint to effectively manage matter mobility, ensuring a verifiable chain of custody supported by secure file sharing for law firms.
What Matter Mobility Really Means for Your Firm
First, let’s define what matter mobility is.
“Matter mobility refers to the organized transfer of all content related to a client or matter.”
This process encompasses everything in your DMS, emails, eDiscovery exports, productions, and sensitive information such as PII (Personally Identifiable Information) or PHI (Protected Health Information). The risks associated with matter mobility are well known: missing folders, confusion between different document versions, metadata loss, and the lack of a single source of truth to track who had access to specific files and when.
Matter mobility should be treated as an information governance workflow, not as a one-off scramble. This approach reduces delays and protects client trust. Successful programs combine clearly defined roles and approvals with the appropriate exchange channels, enabling attorneys and staff to move work forward without having to wait for IT.
Chain of Custody in Plain Language
In very simple layman’s language, the definition for it is:
“Chain of custody is a complete, verifiable record of how a file moved from point A to point B.”
This means legal teams can clearly demonstrate who sent which files, to whom, at what time, with what permissions, and when recipients viewed or downloaded them. Robust controls protect file integrity both in transit and at rest. Comprehensive access logs enable attorneys to respond to client audits and provide evidence of proper handling if any questions arise later.
The practical takeaway is simple: if you cannot export an audit trail that tells this story in minutes, you don’t have a reliable chain of custody. Your secure file sharing platform should offer this automatically; if it doesn’t, it’s time to switch to one that does.
A Six‑Step Blueprint to Move Matters Without Mayhem
1. Assign Ownership and Approvals
Name a process owner in records, legal ops or the IT team. Define who approves inbound and outbound transfers and set SLAs (Service Level Agreements). Keep a checklist that travels with the matter from request to receipt.
2. Scope the Transfer
Identify systems of record, file types, custodians, and any sensitive data flags. Decide what must move as original files and what can be delivered as exports or read‑only copies.
3. Prepare the File Set
Normalize structure, confirm naming, preserve required metadata, and note any protective actions you apply. Keep the list of contents in the package and in your matter notes.
4. Choose a Secure Exchange Channel
Your file transfer solution should deliver robust security features, including end-to-end encryption, multi-factor authentication (MFA) or single sign-on (SSO), granular permissions, exportable audit logs, and a two-way workspace for seamless back-and-forth exchange. It must also support any file type and size without requiring workarounds. Additionally, it should be easy to use and smoothly integrate into your existing workflows to enable firm-wide adoption, ensuring all file transfers stay on an approved, compliant path.
5. Transfer and Verify Delivery
Send every file through a controlled workspace, verify the recipient’s identity, and confirm receipt. Use the file transfer platform’s notifications and logs to track file views and downloads, then export the full audit trail back to the matter.
6. Close and Retain
Record exactly what was left or arrived, who approved it, and when. Apply retention policies and store the chain‑of‑custody report with the matter file for future reference.
What Good Looks Like in Practice
Leading firms report strong outcomes when they standardize on a secure, self‑serve exchange. An Am Law 200 firm onboarded 1800 users and achieved firmwide adoption after choosing a platform that was easy to access, easy to use, and reliable. Another global firm transferred more than 46 terabytes across 10,000 workspaces in a single year while meeting strict information security expectations. These are the kinds of results to aim for as you operationalize matter mobility.
Why Usability Matters as Much as Security
If the process is complex, people default to email or unsanctioned tools. Attorneys and support staff adopt platforms that feel familiar and require little training. Reviewers consistently call out how an email‑like interface and simple client experience remove friction on day one, with teams in legal and accounting noting that clients can upload and download without hand holding. That ease of use keeps sensitive exchanges inside your governed system.
Secure File Sharing Requirements to Put On Your RFP
- End‑to‑end encryption in transit and at rest, with option for customer‑managed keys
- Single sign‑on and multi‑factor authentication
- Granular access controls, policy‑driven retention, and exportable audit logs
- Two‑way workspaces, large file support, and integration options
- Verified compliance posture such as ISO 27001 and SOC 2 Type II, plus HIPAA and PIPEDA support
- Data residency choices in the U.S. and Canada for regulatory comfort
Final Thoughts
Matter mobility will continue to grow as clients and lawyers change firms more often. Firms that prepare now with a simple, secure, and well-documented transfer process will avoid unnecessary risk and protect client trust. A secure file sharing solution designed for law firms makes it easier to maintain a clean chain of custody and keep files moving without delays.
If your team wants to modernize this workflow, tools like TitanFile can help you streamline file transfers, improve user adoption, and keep every matter securely on track. Try it today for free or request a one on one demo to get to know the platform better with our product expert.
Start your experience today with a free trial, or schedule a personalized one-on-one demo with one of our product experts.
Matter Mobility FAQs for Legal Professionals
Why is chain of custody important during matter transfers?
Chain of custody creates a record of who accessed, sent, or downloaded files at every step. This protects file integrity, reduces risk, and helps firms respond to audits or disputes with clear documentation.
What problems happen when law firms use email for matter mobility?
Email often causes issues such as file size limits, missing attachments, weak security, and no reliable audit trail. It also makes it harder to prove what was sent and who received it, which weakens chain of custody.
How can law firms speed up matter mobility without increasing risk?
Standardize a simple checklist, set clear approval steps, and use a secure file sharing solution that is easy for attorneys, staff, and clients to use. Self-serve access reduces IT bottlenecks and helps files move faster.
How do I prove safe delivery of client files?
Use a platform that offers audit logs showing upload dates, download timestamps, recipient identity, and access history. This documentation forms a defensible chain of custody.
