Custody

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Overview

Custody – Business Overview

Custody is a business document used to formally record and manage company-owned items that are entrusted to employees for work purposes. It helps organizations maintain accountability, visibility, and control over physical assets such as laptops, mobile phones, tools, access cards, or any other equipment issued to staff.

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Purpose in Business Operations

The Custody document ensures that: - Company assets are clearly assigned to specific employees
- Responsibilities for those assets are documented
- Assets can be tracked throughout their lifecycle, from issuance to return

This supports asset protection, reduces losses, and creates clear accountability within the organization.

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Prerequisites and Setup Requirements

Before using Custody, the organization should ensure: - Employees are properly registered in Dafater HR
- Company assets or items are clearly defined and categorized
- Internal policies exist for asset usage, responsibility, and return

These foundations allow the Custody process to function smoothly and consistently.

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Typical Workflow and Business Process Fit

1. Issuing an Asset
   When an employee is given a company-owned item, a Custody record is created to document the handover.

2. Active Custody Period
   The asset remains under the employee’s responsibility for the duration of their role or assignment.

3. Return or Transfer
   When the asset is returned, replaced, or transferred to another employee, the Custody record is updated or closed.

4. Employee Exit or Role Change
   Custody records are reviewed to ensure all assigned items are returned before clearance or reassignment.

This workflow integrates naturally into onboarding, daily operations, and employee exit processes.

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Key Business Scenarios Where Custody Is Essential

• Issuing laptops, phones, or tablets to employees
• Assigning tools or equipment to field staff or technicians
• Managing access cards, keys, or security devices
• Ensuring asset recovery during employee resignation or termination
• Supporting internal audits and compliance checks

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Important Considerations for Users

• Always create a Custody record when issuing company property
• Keep records accurate and up to date to avoid disputes or losses
• Review Custody records regularly, especially during role changes
• Ensure employees understand their responsibility for items under Custody

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In summary, Custody plays a vital role in protecting company assets, enforcing accountability, and supporting transparent asset management within Dafater HR.

Basic Information

• Module: Dafater HR
• Document Type: Other

Fields

Field Name	Label	Type	Required	Options	Description
custody	Custody	Data	✓	-	Custody reference or identifier recorded in Dafater.
model	Model	Data		-	Asset model name maintained for custody tracking in Dafater.
type	Type	Data		-	Custody asset type classification used for reporting in Dafater.
quantity	Quantity	Int		-	Number of items held under custody in Dafater.
received_date	Received Date	Date		-	Date when custody items were received and recorded in Dafater.

Permissions

Role	Read	Write	Create	Delete	Submit	Cancel
HR Manager	✓	✓	✓	✓	✓	✓
Employee Self Service	✓	✓	✓	✓
System Manager	✓	✓	✓	✓
Employee	✓	✓	✓	✓