Chain of Custody
Chain of custody is the documented chronological record of every person who handled an asset, when transfers occurred, and the condition at each handover, creating an unbroken audit trail from acquisition to disposal.
Chain of custody is the documented, chronological record of the possession, handling, transfer, and location of an asset, sample, document, or piece of evidence from the point of origin through every subsequent handover to its current or final state. In asset management, chain of custody tracks who received an item, when they received it, where it was stored or used, and who they transferred it to next. In regulated industries, maintaining an unbroken chain of custody is essential for legal admissibility, quality assurance, and regulatory compliance. The concept originates from legal and forensic practice but has been adopted across sectors including mining, oil and gas, defence, healthcare, environmental management, and laboratory testing where proving the integrity and provenance of items is critical. Each handover event in the chain should capture the identity of the releasing and receiving parties, the date and time, the condition of the item, and the reason for the transfer, creating a continuous, auditable record from acquisition through to disposal or final use.
Why it matters
A broken chain of custody can invalidate laboratory samples, render evidence inadmissible, create compliance gaps in regulated industries, and make it impossible to determine accountability for lost, damaged, or misused assets. In workplace safety, chain-of-custody records for calibrated instruments, PPE, and safety-critical equipment demonstrate that items were properly managed and maintained. In asset-intensive industries, custody records also support insurance claims and dispute resolution.
How MapTrack helps
MapTrack maintains a complete chain-of-custody record for every asset through QR code scans, transfer acknowledgements, and timestamped location updates, ensuring an unbroken audit trail from acquisition through to disposal or decommissioning.
Related guides
Stay ahead of every inspection deadline
Automated reminders, digital checklists and audit-ready records in MapTrack.
- No credit card required
- 30 days free trial
- Cancel anytime
Frequently asked questions
What information should a chain-of-custody record include?
A chain-of-custody record should include the unique identifier of the item, a description of the item, the name and role of each person who takes possession, the date, time, and location of each transfer, the reason for the transfer, the condition of the item at each handover, and signatures or electronic acknowledgements from both the person releasing and the person receiving the item.
How does chain of custody differ from asset tracking?
Asset tracking focuses on knowing where an asset is at any point in time and typically uses technologies such as GPS, QR codes, RFID, or Bluetooth beacons. Chain of custody is a more detailed record that documents not just location but every person who handled the item, why it was transferred, and what condition it was in at each handover. Chain of custody is the audit trail; asset tracking provides the real-time location data that supports it.
In which industries is chain of custody most critical?
Chain of custody is especially critical in mining (for assay samples and high-value materials), oil and gas (for well samples and safety-critical equipment), defence (for controlled items and classified materials), healthcare and pharmaceuticals (for specimens and controlled substances), environmental management (for contamination samples), law enforcement (for evidence), and any industry where regulatory compliance or legal proceedings depend on proving the integrity of an item from origin to disposition.
Related terms
Asset Transfer
Asset transfer is the formal process of moving custody, responsibility, or ownership of a physical asset from one person, team, site, or organisational unit to another. A properly documented transfer includes the date, the transferring and receiving parties, the asset’s condition at transfer, and any associated sign-off or acknowledgement. It maintains the chain of custody and accountability throughout an asset’s operational life.
Asset Audit
An asset audit is a systematic process of physically verifying the existence, location, condition, and details of assets against the organisation’s asset register. It identifies discrepancies such as missing assets, unrecorded items, incorrect locations, and outdated information. Asset audits may be conducted for financial reporting, regulatory compliance, insurance purposes, or operational integrity.
Asset Register
An asset register is a comprehensive database or record of all physical assets owned, leased, or managed by an organisation. Each entry typically includes the asset’s unique identifier, description, category, serial number, purchase date, cost, location, assigned custodian, warranty details, and current condition. The asset register serves as the single source of truth for what the organisation owns and where it is.
See how MapTrack handles chain of custody
Ready to track every asset?
Join construction, mining and field service teams across Australia.
4.8 on G2 · 4.9 on Capterra
- No credit card required
- 30 days free trial
- Cancel anytime