Verify the agency recipient and case authorization
Encryption does not prove that the recipient is the correct agency recipient, authorized for the current appeal stage or using an approved device. Confirm identity and authorization through the appeal portal system, minimize the package and send any secret through a separate authenticated channel.
An agency recipient participant changes during diligence. Appeal Support pauses the handoff, verifies the new agency recipient identity and case access, revokes the old link, prepares the current draft only and records receipt by the newly authorized recipient.
Run the control in five steps
- 01Verify agency recipient identity, assignment and continuing authorization.
- 02Confirm the exact applicant and draft version to be shared.
- 03Use an approved destination and protected transfer method.
- 04Separate the secret or recovery material from the file channel.
- 05Record receipt, expiry, revocation and final return.
Preserve an accountable decision trail
Keep recipient, authorization source, company/case ID, version, destination, authorization time, transfer and secret channels, receipt, expiry, revocation and exception.
Stop and investigate when
- A forwarded message becomes the authorization record.
- The password travels with the attachment.
- An old agency recipient retains access after reassignment.
State what the control does not prove
Does not replace provider permissions, guaranteed backup, password recovery or enterprise identity management. Validate agency-recipient authorization, provider permissions, plaintext copies, retention and recovery separately.
Benefit appeal evidence security questions
Does file encryption replace agency portal permissions?
No. Manage identities, roles and provider permissions separately.
Can a shared agency recipient mailbox receive drafts?
Only if policy explicitly authorizes it and individual accountability is preserved.
Sources for this decision
Links support specific control decisions and do not imply endorsement.