A consultancy shares large evidence and claim bundles securely with clients, solicitors and experts by using controlled methods, encrypted file-sharing through a platform like SharePoint or a secure portal, or secure transfer, rather than huge email attachments, with access protected and limited to the right people and removed when no longer needed. Because these bundles contain confidential case material, how they are shared matters as much as what is in them. This is part of managed IT at about £45 to £100 per user per month. Here is how to share them safely.
Claims work produces large evidence bundles and reports that have to reach clients, counsel and experts, often confidentially and under deadline. Sharing them securely, without the frustration of bouncing off email limits, is a regular need. Here is how to do it well.
Do not rely on email attachments
Large bundles are too big for email and, once sent, impossible to control or recall. A controlled sharing method, a secure platform or portal, handles big files reliably and keeps you in control of who can access them. Moving away from email attachments for confidential bundles is one of the simplest security improvements a consultancy can make.
Use a controlled platform
Sharing through SharePoint, a secure file-share or a dedicated portal lets you provide access via controlled links, see who has access, and keep a single current version rather than copies scattered across inboxes. For confidential case material, that control and visibility is exactly what you want.
Protect and limit access
Anyone reaching a shared bundle should authenticate, ideally with multi-factor authentication, and be given access only to the specific material they need. Limiting access to the right people, at the right level, means a confidential bundle does not end up reachable by anyone who happens to receive a forwarded link.
Handle very large files well
Evidence bundles can be very large, so the sharing method has to cope with big files reliably, letting recipients download what they need without hitting limits or resorting to insecure workarounds. A platform built for this handles large confidential files far better than email ever could.
Remove access when it is done
Access granted for a particular exchange should not live on forever. Removing it once the recipient has what they need, and reviewing shared access periodically, keeps your confidential material controlled and avoids a long tail of forgotten links. A managed approach keeps this tidy without anyone having to remember.
What to ask a provider
A specialist for construction claims and quantity surveying consultancies should be able to answer:
- Have you supported document-heavy consultancies and systems like M-Files, including the SQL back end, before?
- How do you keep our case archive fast to search as it grows?
- How do you help us receive and handle confidential client and third-party data securely, through data rooms, SFTP and VPN?
- Can you support secure remote and RDS working, and our Cyber Essentials or IASME accreditation?
- Is the price clear and per user, with security included rather than charged separately?
Where to start
If you are not sure where your practice stands, a short review is the quickest way to find out: check that your document management and its server are sized and backed up properly, that confidential client and third-party data is received and stored securely, that remote access is secure and reliable, and that your Cyber Essentials or IASME accreditation is genuinely covered. Those few checks show where a consultancy-aware managed setup would pay off.
The bottom line
For a construction claims or quantity surveying consultancy, good IT comes down to two things: being able to find and work with huge volumes of case documents instantly, and keeping confidential client and third-party data absolutely secure. When the document system is fast, the data is safe, and people can work securely from anywhere, the practice can focus on the cases rather than the technology.
That reliability comes from a setup built around how a document-heavy, confidentiality-bound consultancy actually works, a well-run document management system, secure data handling, solid backups and recognised accreditation, rather than generic office IT. For a small practice whose reputation rests on protecting clients’ information, a predictable per-user cost for that dependability is far cheaper than a breach, a lost case file, or a day locked out of the archive.
Why construction consultancies choose First Stop IT
First Stop IT has supported businesses since 2002, including professional and consultancy firms, and we understand how a construction claims and quantity surveying practice works: M-Files and other document management on a SQL back end, secure handling of confidential client and third-party case data, RDS remote working, and the Cyber Essentials and IASME accreditation that clients increasingly expect. We support consultancies across Essex, Hertfordshire and London. Our credentials include:
- Cyber Essentials Certified
- IASME Cyber Assurance (Gold)
- NCSC Assured Service Provider (Cyber Advisor for Cyber Essentials)
- Microsoft Partner
- Crown Commercial Service Supplier (G-Cloud)
- Quality Principles Certified
We look after more than 2,000 endpoints across 50 companies, we have been named a Top 50 UK MSP for three years running, and we support organisations with 10 to 100 employees across Essex, Hertfordshire and London.
Book a free IT and cyber security review
Want confidential case data handled the way your clients expect? Book a free IT and cyber security review with First Stop IT.