Storage Records and Chain of Custody
An operational guide to receiving, location records, temperature documentation, access control, and material handoff history.
Updated July 16, 2026
01
Chain of custody is an operational record
Chain of custody describes who received, stored, transferred, or disposed of a material and when those events occurred. For research inventory, the record should connect each event to the exact item and lot rather than only a general product name.
The appropriate level of control depends on the organization, material, and applicable procedures. The common requirement is that the history remains understandable after the fact.
02
Document receipt and placement
At intake, compare the shipment to the purchase record, inspect the external condition, record the receipt time, and assign the storage destination. Preserve any supplier handling information with the receiving record.
- Receipt date, time, and receiving contact
- Package and item condition
- Lot, quantity, and label confirmation
- Storage location and placement time
- Any exception, hold, or follow-up owner
03
Make transfers visible
Internal movement should create a dated handoff rather than a silent location change. Record the person or team releasing the material, the receiving person or team, the quantity, the origin, and the new destination.
Access controls should align with the organization's procedures. Shared inventory systems are most useful when permissions prevent accidental changes to lot identity and source records.
04
Handle exceptions as events
When a checkpoint is missed or a condition falls outside an internal requirement, preserve the original observation and open an exception record. Avoid replacing the source entry with a corrected value that removes the history.
AEVUM provides catalog and shipment information for research procurement. Receiving organizations are responsible for defining and validating their own storage and custody procedures.