Custody
Custody System in the System
The custody system is a specialized system for managing assets and properties that the company delivers to employees, such as:
- Laptop: Portable computers
- Work Phone: Company phones
- Company Car: Company vehicles
- Tools and Equipment: Various equipment and tools
- Any asset delivered to employee temporarily: Any other properties
And aims to ensure:
- ✔ Record every custody received: Complete documentation
- ✔ Know status of each custody: (In Use – Returned)
- ✔ Track delivery and return dates: Accurate time record
- ✔ Clarify responsibilities for each employee: Define responsibility
- ✔ Reduce equipment loss and prevent information loss: Protect assets
Regular use of the custody system ensures protection of company assets and documentation of all deliveries and returns.
Main "Custody" Page Explanation
According to the image, the custody page appears with:
1. Quick Indicators at Top of Page
Total Custody
Number of all assets delivered to employees.
Custody In Use
Number of custody items that have not been returned yet.
Returned Custody
Number of custody items that have been successfully returned.
These indicators help management know the status of all company properties instantly.
Quick indicators provide instant overview of status of all custody in the system.
2. Custody Record Table
Includes detailed information about each custody:
Basic Columns:
Employee Name
Employee responsible for the custody.
Job Title
Position held by the employee.
Department
Department the employee belongs to.
Delivery Date
Date custody was delivered to employee.
Custody Type
(Laptop – Phone – Equipment..)
Custody Name
Specific custody name (e.g., Dell Latitude 5420 Laptop).
Serial Number
Serial number of device or equipment.
Status
(In Use / Returned)
Actions
(Return – View Details)
This table is where all custody delivered to employees is managed.
Make sure to review the table regularly to follow up on custody in use and identify custody that needs to be returned.
Steps to Add New Custody
The process of adding custody is done in 3 stages as shown in images:
Stage 1: Select Employee
Specify:
- Employee Name: Select employee from list
- Department: Appears automatically after selecting employee
- Job Title: Appears automatically after selecting employee
Then click Next.
Make sure to select the correct employee to ensure custody is linked to the right person.
Stage 2: Custody Details
Here we add custody data itself:
Required Data:
Custody Name
Example: Dell Latitude 5420 Laptop
Delivery Date
Date custody was delivered to employee.
Custody Type
(Phone – Laptop – Car – Equipment – Other)
Custody Details
Such as:
- Serial Number: For accurate identification
- Device Condition: (New, Used, Needs Repair)
- Color: Device or equipment color
- Notes: Any additional important information
Then click Save.
Entering all details accurately helps track custody easily later.
Stage 3: Return
After recording custody, a return button appears in front of each custody in use.
When clicking "Return":
- ✔ Status changes to "Returned": Automatic update
- ✔ Return date and time are recorded: Accurate documentation
- ✔ Disappears from "In Use" and appears in "Returned": Automatic transfer
Make sure to inspect custody before return to verify its condition and completeness of all components.
Complete Real Example
Example as Shown in Images
Employee: MOHAMED XXXXX
Custody: Dell Latitude e5420 Laptop
Type: Laptop
Serial Number: SN: DELL-5420-ABX93822
Delivery Date: 2025-12-24
Status: In Use
Available Action: Return
This example shows custody in use that can be returned when needed.
Importance of Custody System in Work Environment
1. Prevents Loss of Company Properties
Accurate documentation ensures knowing location of each custody at any time.
2. Provides Accurate Record for Each Custody
Complete record including all details and dates.
3. Helps Finance Calculate Custody Value at Settlement
Accurate calculation of asset value upon service termination.
4. Legally Protects Company by Proving Delivery and Receipt
Legal documentation proving delivery and receipt of assets.
5. Facilitates Managers Following Up on Responsibilities
Easy follow-up on all custody they are responsible for.
6. Reduces Disputes with Employees When Leaving Work
Reducing conflicts over delivered assets.
The custody system is essential for protecting company assets and ensuring clear responsibility.
Using the System in Daily Scenarios
1. New Employee Received Laptop
- ✔ Custody is recorded in their name: Immediate recording
- ✔ Appears as "In Use": Clear status
When delivering new custody, make sure to record all details accurately to ensure correct tracking.
2. Same Employee Delivered Laptop to Management
- ✔ Click "Return": Simple action
- ✔ Custody moves to "Returned Custody": Automatic update
3. Record is Kept for Archive
- ✔ When management needs review, everything is ready and dated: Permanent record
Keeping records helps in reviews and internal auditing.
Common Custody Types
1. Electronic Devices
- Laptop: Portable computers
- Work Phone: Company phones
- Tablet: Tablet devices
- Monitor: Computer monitors
2. Vehicles
- Company Car: Company vehicles
- Motorcycle: For transportation
- Bicycle: For on-site transportation
3. Equipment and Tools
- Office Tools: Office equipment
- Technical Equipment: IT equipment
- Work Tools: Work-specific tools
Classifying custody by type helps in organization and quick search.
Managing Returned Custody
1. Review Returned Custody
Can review all returned custody with:
- Return Date: When it was returned
- Custody Condition: Custody condition upon return
- Return Notes: Any important notes
2. Re-deliver Custody
Can re-deliver returned custody to another employee:
- Select New Employee: From list
- Record New Date: New delivery date
- Update Status: To "In Use"
Re-delivering returned custody helps in optimal utilization of assets.
Reports and Statistics
1. In Use Custody Report
Display all custody that has not been returned yet.
2. Returned Custody Report
Display all custody that has been returned.
3. Report by Employee
Display all custody delivered to a specific employee.
4. Report by Type
Display all custody of a specific type (e.g., all laptops).
Using reports helps in comprehensive follow-up on all custody in the system.
Integration with Other Systems
The custody system integrates with:
1. Employees System
Linking custody to employee personal file.
2. Finance System
Calculating custody value at settlement.
3. Notifications System
Sending notifications when return date approaches.
4. Reports System
Creating comprehensive reports on custody.
Integration with other systems ensures smooth information flow.
Best Practices
1. Immediate Recording Upon Delivery
Record custody immediately when delivered to employee.
2. Periodic Review
Regularly review custody in use.
3. Accurate Documentation
Record all details accurately (serial number, condition, etc.).
4. Follow Up on Returns
Follow up on custody that exceeded expected usage period.
Applying best practices ensures complete protection of company assets.
Additional Practical Examples
Example 1: Work Phone Delivery
Employee: Ahmed Mohamed
Custody: iPhone 14 Phone
Serial Number: SN: IPH-14-123456
Delivery Date: 01/01/2025
Status: In Use
This example shows delivery of a new work phone to an employee.
Example 2: Laptop Return
Employee: Mona Ahmed
Custody: HP EliteBook Laptop
Delivery Date: 15/12/2024
Return Date: 30/12/2024
Status: Returned
This example shows return of custody after need for it ended.
Example 3: Overdue Custody Return
Employee: Khaled Ali
Custody: Company Car
Delivery Date: 01/01/2024
Expected Return Date: 31/12/2024
Status: In Use
⚠️ Alert: Exceeded Expected Usage Period
In this case, custody should be followed up and return requested.
Section Summary
The custody system is a specialized system for managing assets and properties that the company delivers to employees. The system provides powerful tools for recording custody, tracking their status, and managing returns in an organized and accurate manner. Through this system, the company can protect its assets, reduce disputes, and ensure clear responsibility for all delivered assets.