Define the custody question
Chain of custody records who held or controlled an identified object during relevant stages of its journey. In an operational trace, that may include a supplier, manufacturer, carrier, warehouse and recipient. The exact meaning depends on the process and any applicable framework.
Custody is not automatically the same as legal ownership. A carrier can hold goods without owning them. A purchasing transaction can change ownership without moving goods. Record those concepts separately where the distinction matters.
Connect the two sides of a handover
A strong handover connects the dispatching party, receiving party, relevant location, object identity and event time. Supporting references may include a delivery note, carrier reference or receipt. Match dispatch and receipt using an agreed business reference.
If the receiving party records a discrepancy, retain it. A delivered status should not silently erase missing cases, damaged packaging or a mismatched lot. These exceptions affect the interpretation of the custody record.
Treat gaps as visible exceptions
A missing receipt record creates a gap in the available evidence. It does not automatically prove that a delivery failed. Label the uncertainty precisely: event missing, identity mismatch, document pending or record awaiting reconciliation.
Assign an owner and escalation path for each unresolved gap. Include the last known event and the source that reported it, so an investigator can distinguish what is observed from what is inferred.
Custody does not establish every claim
A sequence of handovers may show an uninterrupted recorded route. It does not alone establish product authenticity, correct composition or sustainable origin. Those claims may require additional verification and a specific chain-of-custody model.
Do not label a generic operational timeline as certified or compliant with a named scheme without checking that scheme’s requirements. Formal mass-balance, segregation or other models need their own definitions and controls.
A handover review
- Can the object be identified at the same level on both sides?
- Are dispatch and receipt times interpretable?
- Is the responsible party different from the facility operator?
- Are quantity and condition discrepancies recorded?
- Can supporting evidence be retrieved?
Use these questions with supplier data agreements and evidence governance before extending a custody timeline across more partners.
Frequently asked questions
Is a custody record the same as proof of authenticity?
No. It can document reported control and handovers, while authenticity may need additional checks. Explain what each source supports and avoid extending a custody claim beyond the available evidence.
How should a missing handover be shown?
Describe the specific gap and last known record. Assign an owner to investigate it. A pending document and an absent physical event are different uncertainties and should not use the same generic status.
Custody, sourcing and market-access evidence
A custody trail connects handovers, but it cannot by itself establish labour conditions at an upstream site. Connect it to material-origin records and supplier evidence. Keep any legal conclusion specific to the framework being reviewed.
Sources and scope
Primary references checked on 4 October 2026. The process examples and implementation suggestions are editorial guidance. Formal standards are distinct from legal requirements.