How collection data will be used

Purpose and proposed data categories

The proposed purpose is to collect and preserve all readable files from an authorised source device for estate data intake and later review. This includes documents, scans, photos, media, archives, exports, application files and other file types. Collection is not limited to MSPO records, named folders, document categories or a date range. Personal, payroll and medical records can be included within the approved authority.

Proposed metadata includes verified business contact and authority information, stable source-device and DCS-session IDs, source roots, original paths, file sizes, timestamps, checksums, agreement evidence, version references and receipts.

Required source and session organisation

Estate → Source device → DCS session → Source root → Original relative path

Keep original names, paths and versions. Use stable device and session IDs, not display names. Resume the same session; create a new session for a new collection.

Each DCS session represents one collection batch. Keep source roots separate so equal paths on different disks do not collide. A new collection must not overwrite an earlier session. Classification and review happen after intake and do not change the original source record.

Authority, sensitive data and technical limits

Files can contain personal or sensitive information. Keep approved authority, estate access controls and operating-system permissions. Report inaccessible or skipped items; do not count them as collected.

Huguclaw 1.3 scans readable regular files on discovered internal disks. It does not automatically collect external or network drives, cloud-only files or inaccessible entries. Links, virtual mounts and recovery/connection directories are skipped. Broad guidance does not bypass those technical limits.

Proposed storage and access

DCS assigns the estate storage destination. Huguclaw 1.3 supports direct Google Drive collection or private S3 originals with a full Google Drive copy. Both modes keep the estate, source device and DCS session separate. Production requires approved storage, encryption, version evidence, least-privilege access and a tested connection. These are requirements, not claims about connected infrastructure.

Access must be limited to approved estate members and authorised reviewers, with server-side tenant and estate authorization and database policies. A frontend estate switcher does not grant access. In S3 mode, the server creates the Google Drive copy from the accepted object version only. Direct Google mode does not require an S3 upload.

Agreement, authority and withdrawal

A nominated contact is not automatically authorised. Production acceptance requires verified identity and authority, an approved agreement version and hash, acceptance time, collection scope and server-persisted evidence. Withdrawal events must be retained in the agreement history. This revised guidance does not rewrite existing terms or acceptances. A narrower approved scope must be replaced by a reviewed, versioned all-file scope before broader collection.

Withdrawal route: to be approved and published. Contact address, response process and the effect of withdrawal on existing records are unresolved policy items. No withdrawal request can be submitted through this preview.

Retention and deletion — approval required

Document retention period: to be approved. Metadata and agreement-evidence retention: to be approved. Backup expiry, deletion timing, legal holds and withdrawal handling: to be approved. No retention duration or deletion guarantee is asserted.

Local demo data

Only fictional form values are saved in this browser under versioned Rimau DCS keys. File bytes, selected paths, credentials, legal acceptance and receipt records are not stored there. Drafts are not shared with other Rimau products or saved to a server. Clearing browser site storage removes these local drafts.

Policy owner and contact

Policy owner: to be confirmed. Privacy contact: to be published after approval. Support and withdrawal routes: not configured. Before live collection, the estate administrator must provide approved contact details.