Chain of Custody Tracking: Best Practices Guide
Best practices for maintaining chain of custody—ensuring accountability and audit trails as assets move between locations and users.
Chain of custody tracking maintains a complete record of who had an asset, when, and what happened during their custody. This accountability is essential for valuable items, regulated assets, and any situation where knowing exactly who was responsible matters. This guide covers chain of custody best practices.
In This Guide
Understanding Chain of Custody
Chain of custody is the documented chronological history of an asset's custody. Each transfer of possession is recorded, creating an unbroken chain from acquisition to current holder.
- Who: Identity of each custodian
- What: The specific asset transferred
- When: Date and time of each transfer
- Where: Location at each custody point
- How: Method of transfer
- Condition: State at each handover
When Chain of Custody Matters
Not all assets need rigorous custody tracking. Focus on situations where accountability is critical.
- High-value items: Expensive equipment, specialist tools
- Regulated assets: Items with compliance requirements
- Portable items: Equipment that moves frequently
- Shared equipment: Items used by multiple people
- Evidence: Items that may be needed for disputes
- Commercial moves: Client assets in transit
Implementing Custody Tracking
Effective custody tracking requires clear processes and supporting technology. Design for the level of rigour appropriate to your needs.
- Define what requires custody tracking
- Establish transfer procedures
- Use technology to record transfers
- Verify identity of custodians
- Document condition at each handover
- Maintain secure, tamper-evident records
Custody in Commercial Moves
Commercial relocation is a key custody use case. Multiple parties handle items in transit, making clear accountability essential for client confidence and dispute resolution.
- Document client inventory before move
- Record handover from client to mover
- Track during transit by vehicle/container
- Document delivery and client acceptance
- Handle exceptions and discrepancies
How Camio Maintains Chain of Custody
Camio provides comprehensive custody tracking with timestamped records of every transfer. Scan to log handovers, capture condition with photos, and maintain complete audit trails. For commercial moves, generate custody reports that prove chain of accountability to clients.
Frequently Asked Questions
Common questions about chain of custody
What information should custody records include?
Essential elements: who transferred (releasing party), who received (receiving party), what (asset identification), when (timestamp), where (location), and condition. For high-value items, add photos and signatures. Electronic records should be tamper-evident.
How do I prove chain of custody was maintained?
Proof comes from complete, unbroken records showing every custody transfer. Use systems that log transfers with timestamps and user authentication. For physical documentation, use forms with signatures. The key is no gaps in the chain.
What happens if chain of custody is broken?
A broken chain (gap in records) undermines accountability. For legal/evidence purposes, it may invalidate the chain. For commercial purposes, it creates uncertainty about responsibility for loss or damage. Prevention through robust processes is better than remedy.
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