Chain of Custody Transfers

A Chain of Custody Transfer records the formal handover or movement of one or more devices. It provides a traceable record of who collected the devices, where they came from, and when the handover took place.

What chain of custody means

Chain of custody is the documented sequence of custody, control, and transfer of assets. In ErasureLog, a transfer records:

• Who the devices were collected from.
• Where they were collected.
• Where they are going.
• The serial numbers of all devices included in the transfer.
• Signatures from both the person handing over and the person collecting.

How transfers work

Creating a transfer follows four steps:

1. Collection Details — record the job, client, reference numbers, location, and the name of the person handing over the devices.
2. Device Serials — list the serial numbers of all devices included in this transfer. Press Enter after each serial to move to the next line.
3. Signatures — capture the signature of the person handing over (client signature) and the person collecting (collector signature).
4. Collector Info — automatically filled from your logged-in account.

Transfer status

A transfer can be:

• Draft — saved but not yet complete. Signatures are not required to save a draft.
• Complete — finalised. Both signatures are required to mark a transfer as complete.

tip

Use Save Draft if you need to record a partial transfer and return to complete it later. Use Mark as Complete only when all details and both signatures are captured.

Transfer fields

The following fields are available when creating a transfer. Some fields may be optional or mandatory depending on your organisation's settings.

Field	Notes
Job	Links the transfer to a Job. Optional.
Client	Auto-set if a Job with a Client is selected.
Client's Reference	The client's own reference number, such as a PO number.
Collector's Reference	Your internal reference number.
Collected From Location	Address or location the devices were collected from.
Collected From Name	Name of the person handing over the devices. Required.
Going To Location	Destination address or location.
Container ID	Box, bag, or container reference.
Device Serials	Serial numbers of all devices in the transfer. At least one is required to complete a transfer.

note

Whether individual fields are optional or mandatory depends on your organisation's configuration. Contact your administrator if you are unsure.

Transfers and Jobs

Transfers are linked to Jobs. A Job can have many Chain of Custody Transfers, allowing you to track multiple collections or movements within the same job.

Searching transfers

Use Serial Search in the Chain of Custody section to find which transfer a specific serial number appeared in.

Use Serial Reconciliation to compare a list of serial numbers against transfers for a Job.