Why You Should Always Compress (Zip) Your Documents Before Sending Them

When sending documents to be loaded into Nuix Neo Discover, it is essential that the files are compressed (zipped) before transfer.

Whether you are using OneDrive, email, Dropbox, SharePoint, or a physical USB device, compressing your documents first protects the integrity of your evidence and reduces the risk of errors.

1. Prevent Incomplete or Failed Transfers

Cloud platforms such as OneDrive and SharePoint can appear to download successfully even when some files have not fully synced. This is especially common with:

• Large folders with many subfolders

• Very small files in high volume

• Files that were not fully synced locally before download

In these cases, you may unintentionally send an incomplete dataset.

By compressing the folder into a single ZIP file, you:

• Ensure everything is packaged together

• Reduce the chance of missing subfolders or loose files

• Create one verifiable file for transfer

2. Protect Metadata and Evidence Integrity

Opening documents locally before sending them can unintentionally modify metadata such as:

• Last accessed date

• Last modified date (in certain circumstances)

• File system timestamps

Downloading from a cloud system and re-uploading elsewhere can also alter file attributes.

While these changes are often subtle, they can create unnecessary questions about document handling and chain of custody.

Compressing files immediately—before opening or reviewing them locally—helps preserve their original structure and reduces the risk of inadvertent alteration.

3. Reduce the Risk of Corruption

Individual files transferred one-by-one (particularly by email or unstable internet connections) are more vulnerable to:

• Partial downloads

• Upload interruptions

• Silent corruption

A compressed archive significantly reduces this risk by:

• Creating a single container file

• Maintaining folder structure

• Allowing verification of file size before and after transfer

4. Avoid Accidental Filtering or Omission

When exporting directly from cloud platforms, it is possible to:

• Miss hidden or system files

• Accidentally exclude certain file types

• Export only what is locally synced rather than the full dataset

Zipping the complete root folder ensures that what you see is exactly what is being sent.

5. Best Practice for Legal Data Transfers

For legal matters, maintaining defensibility and chain of custody is critical.

Regardless of how you send your data:

• Email

• OneDrive or other cloud storage

• Secure file transfer portals

• Physical USB or hard drive

You should always:

Compress the entire folder into a single ZIP file before sending.

Summary

• Prevents incomplete transfers

• Reduces metadata alteration risk

• Maintains folder structure

• Minimizes corruption risk

• Supports defensible handling of evidence

If you are unsure how to properly compress your data before transfer, please mcontact our team and we will guide you through the process.