Custody Verification

The Custody Verification feature helps maintain responsibility by requiring users to confirm the possession and condition of the assets assigned to them. This process is crucial in environments where assets are frequently allocated to different team members and need to be tracked for usage, maintenance, and overall lifecycle management.

Accessing Custody Verifications

• Navigate to the sidebar in AssetIT and click on the “Custody Verification” tab.

• You will be able to view a list of your pending custody verifications. If there are none, the message will read “There are no pending custody verifications”.

Custody Verification Requests

As a user who has already been assigned an asset(s), you may receive an email with a custody verification request as below:

Possession Confirmation

When using the Verification feature in AssetIT, the process for confirming the condition of an asset depends on whether the asset is in the user's possession. Here’s how it operates:

• Yes (Asset is in possession): If you confirm that the asset is in your possession, you will be prompted to describe its condition further using a dropdown menu with the following options:

  • Good: The asset is functioning as expected without any issues.

  • Broken: The asset is not functioning correctly due to operational or mechanical failure.

  • Damaged: The asset has sustained physical damage but may still be operational.

  • Other: Any other conditions not covered by the above options. You may be required to provide additional details or specific notes regarding the asset’s condition.

• No (Asset is not in possession): If you indicate that the asset is not in your possession, you will be given a different set of options to specify the reason, primarily focusing on loss or theft:

  • Lost: The asset has been misplaced or is missing.

  • Stolen: The asset has been taken without permission and is considered stolen.

Signature and Submission

• Signature: After selecting the condition, you will sign in the designated “signature” section to authenticate the verification. This confirms that the information you provided is accurate to the best of your knowledge.

• Submit: Finally, click the “Submit” button to complete the verification process. This submission updates the asset's record in the database, ensuring that all details are current and traceable for future reference.

Importance of Detailed Condition Options

Providing specific options for both scenarios (asset in possession and asset not in possession) helps in several ways:

• Clarity and Precision in Tracking: It allows precise tracking of the asset’s status and facilitates appropriate actions depending on the condition reported.

• Efficiency in Asset Management: Clear distinctions in asset conditions streamline the management process, from maintenance scheduling to loss prevention strategies.

• Enhanced Accountability: This detailed verification process holds users accountable for the assets assigned to them, ensuring responsible usage and reporting.