ComplianceJanuary 2024 · 3 min read
Why signature-backed custody matters
When a device goes missing, an email trail isn't evidence. A signed check-out record is. Here's the case for capturing signatures.
By AssetPilot Team
Hardware disputes are uncomfortable: a laptop is unaccounted for and the only record of who had it is a half-remembered email thread. For regulated organisations, that's not good enough: you need a defensible record of custody.
Why isn't an email trail enough?
A signature at the point of hand-over changes the conversation. When an employee signs on-screen for a device at check-out and again at return, you capture an unambiguous record of who accepted responsibility and when.
What does AssetPilot capture at hand-over?
- A signature for both assets and consumable accessories, not just high-value hardware.
- Each signature tied to the directory user, the asset and a timestamp.
- A record that doubles as an audit artefact and a gentle nudge that equipment is tracked.
It's a small step in the workflow that pays off precisely when you need it most: during an audit, an offboarding dispute, or an insurance claim.