ITAD Glossary
Chain of Custody
Documentation
Also known as: Custody tracking · chain-of-custody documentation · custody record · CoC
Chain of custody is the documented record of who had control of an IT asset or storage device, when and where, from collection through processing and final disposition. Asset identifiers, recorded handoffs and inventory reconciliation help trace equipment and resolve discrepancies.
What a chain of custody record includes
| Record | Why it matters |
|---|---|
| Asset identifiers: serial number, asset tag, make and model | Lets every later record point to one specific device, not a box or a weight |
| Signed handoffs: name, organization, date and time at each transfer | Shows who was responsible for the device at any moment |
| Container and seal numbers | Shows whether a locked bin or sealed container was opened between handoffs |
| Transport details: vehicle, driver and, where used, GPS tracking | Covers the stretch between your site and the facility, where devices are most exposed |
| Receiving count and reconciliation | Compares what arrived with what left your site and flags any missing or extra devices |
| Sanitization or destruction record per serial number | Ties each device to the method used and the date its data was destroyed |
| Final disposition | Records whether each device was reused, resold or recycled, and where it went |
Example: a project with serial-level custody records
- Inventory on site. Devices are listed by serial number and asset tag before anything moves.
- Secure packing. Drives and devices go into locked bins or sealed containers, and the seal numbers are logged.
- Signed pickup. Your representative and the driver sign the transfer, usually on the bill of lading, with the device count and seal numbers.
- Secure transport. Equipment travels in a locked vehicle, directly to the processing facility where possible.
- Receiving and reconciliation. The facility checks seals, scans serial numbers and compares them with your inventory.
- Data destruction. Each storage device is wiped or destroyed, and the result is recorded against its serial number.
- Disposition and reporting. You receive a serialized report and a certificate of destruction that trace each device from pickup to its final outcome.
Where chains of custody break
- Counting by box or weight. A pallet count proves a pallet arrived, not that every laptop on it did.
- Unsigned or undocumented handoffs. Especially when a subcontractor, warehouse or moving company handles equipment between pickup and processing.
- No reconciliation. Without comparing received serial numbers with your inventory, a missing device may never be noticed.
Chain of custody and certifications
R2, e-Stewards and NAID AAA all include security and custody requirements, and their auditors check them. i-SIGMA states that its NAID AAA auditors verify secure processes, chain of custody and employee background screening, including through unannounced audits. A certification shows that a provider's process was audited; your own custody records show what happened to your devices.
Chain of custody vs. certificate of destruction
A certificate of destruction states that devices were destroyed. A chain of custody record shows the path each device took to get there. A certificate without a matching custody trail cannot show that every device you released was the one destroyed.
How ecoTech handles it
- Custody controls are set in the project plan before anything is collected, and handling requirements follow the equipment from collection through final disposition.
- Each movement carries the collection site, project reference, equipment description and any required asset identifiers.
- Receipt is reconciled against the agreed inventory, with an exception process for missing or unexpected equipment.
- If your policy requires it, media can stay on your premises until it is destroyed.
- The final project record includes custody records, certificates and reconciliation details. See our process.
Question to ask your ITAD provider
Can you show custody records from pickup through final processing?
A complete answer names who signs at each handoff, how devices are identified (serial numbers and asset tags), how containers are sealed and seal numbers recorded, how vehicles are secured, and how the provider reconciles received devices against your inventory. Ask for a sample report that traces one device from pickup to its certificate of destruction.
Source: i-SIGMA: NAID AAA Certification