When a desk, a computer or a vehicle is entrusted to an officer, someone must answer for it. The custodian record says who.
When to draw it up
- At the first handover of assets to an officer.
- At every handover or return after that: one line per asset.
- When the officer leaves or is transferred: all assets returned.
Apply the rule specific to your administration.
A custodian record, line by line
| Date | Asset no. | Description | Handover / Return | Condition | Signature |
|---|---|---|---|---|---|
| 03/02 | 0412 | Metal desk | Handover | Good | A. Example |
| 03/02 | 0413 | Chair | Handover | Worn | A. Example |
| 15/06 | 0413 | Chair | Return | Worn | A. Example |
Example: fictional officer.
How to fill it in
- Header: the officer's name, department, office.
- One line per asset: asset number, description, condition at handover.
- Date and signature of both parties on each line.
- Never cross out: a return is written on a new line.
Frequently asked questions
Who signs the custodian record?
The officer who receives the assets and the stores accountant who hands them over. Each keeps their copy of the record.
What if an officer moves to another department?
Record a return, then a new handover in the new department. Each step gets its own dated line on the record.
One record per officer, no binder
Tell us about your department and we will show you Actimat's custodian records on your own cases.