Chain of Custody (Computer Forensics)

A chain of custody is the written record of who had an evidence item, when they had it, where it was stored, and why it was handled. In computer forensics, it helps demonstrate that evidence was maintained under controlled conditions and handled consistently from collection through review and presentation. For broader workflow context, see our computer forensics overview.

Educational resource Court-friendly documentation Template you can customize

Why it matters

Chain of custody is often challenged when evidence is used in litigation, HR disputes, insurance matters, or criminal defense. A complete log helps reduce arguments that evidence was mishandled, mixed up, or accessed by unknown parties.

Shows continuity of control (possession over time)
Documents storage conditions and access restrictions
Provides traceable accountability (names, dates/times, purpose)
Supports credibility when an examiner testifies or writes a report

How it’s used later in court

In hearings, depositions, or trial, chain of custody helps establish a foundation for evidence by showing a documented handling history. It is commonly referenced to answer practical questions like:

When was the device collected and by whom?
Where was it stored, and was access controlled?
Who accessed or moved it, and for what purpose?
Were there any gaps, unclear handoffs, or undocumented handling?

Complete an entry every time evidence is handled

The key rule: if custody changes or the evidence is accessed, document it. That includes brief handoffs, temporary storage moves, opening packaging, or transporting items between locations.

Transfer of custody

Date/time (include time zone)
Released by / received by
Purpose (e.g., intake, review, transport)
Signatures/initials

Access or opening

Reason for access
Where access occurred
Condition observations
Packaging resealed (if applicable)

Storage movement

From location / to location
Storage method (locker/safe/cabinet)
Who placed it / who can access it
Any seal/label changes noted

Practical tip: “No undocumented touches.” If someone picks it up, opens it, transports it, or stores it somewhere new, add an entry.

Common chain of custody fields (computer forensic evidence)

A well-designed form captures enough detail to identify the item, track its condition, and document custody changes clearly—without relying on memory later.

Case + evidence identifiers

Case name / case number
Evidence item ID (unique ID per item)
Collected by (name, agency/company, contact)
Collection date/time + location

Device description

Item type (laptop, desktop, external drive, USB, SD card)
Make/model
Serial number / asset tag
Accessories included (power adapter, cables, dongles)

Condition + packaging

Observed condition (damage, missing parts, labels)
Power state observed (on/off/unknown)
Packaging type (box/bag/envelope) and label notes
Tamper seal present? Seal number (if used)

Custody log (repeatable row)

Date/time of transfer or access (include time zone)
Released by / received by (printed name + signature)
Reason/purpose
Location (where stored or handled)

If you routinely handle multiple items per case (computer + external drive + USB), use one evidence ID per item and keep the custody log specific to that item.

Free Chain of Custody Download

Download a sample chain of custody form in .DOCX format designed for computer forensic matters (computers, drives, removable media). You can edit the fields, add your letterhead, and adjust wording to match your internal policy and matter type.

Download Free Chain of Custody Form Learn more about Computer Forensics

Sample-form disclaimer: this template is for educational and documentation purposes only. Requirements vary by jurisdiction, court expectations, and organizational policy. This content is not legal advice.

Mini checklist (what makes a chain of custody defensible)

Every evidence item has a unique ID and clear description.
Every custody change is documented with date/time and purpose.
Names are legible (printed) and signatures/initials are consistent.
Storage location is documented (not “in my office” — be specific).

Any opening/access is logged (who, where, why).
Condition notes are recorded (especially if damage is present).
Labels/seals (if used) are recorded consistently.
No gaps: if it was handled, it was logged.

For a broader explanation of computer forensic process (intake, evidence handling, analysis, and reporting), see our computer forensics overview.