A chain of custody is the record that connects an authorised batch to its collection, transfer and final treatment. It is most useful when the scope, identifiers and exceptions are agreed before the material leaves your site.
Define what may leave
Confirm which department or owner authorises the disposal and whether retention or legal hold applies. List the materials by type, count and location. For IT, decide whether you need asset tags or serial numbers; for documents, use a practical box or container count. Keep items belonging to other organisations apart until their release is authorised.
Record the handover
Give the site contact and collection point. At handover, compare the actual quantity to the release list and note any discrepancy, unexpected device or unlabelled media. A receipt can document what changed hands and when; it does not by itself prove how the items were eventually treated. Ask the provider how transfer and any subcontracting will be described for the proposed service.
Connect completion evidence to the batch
Agree what the processing record will identify: a batch reference, media types, counts, asset identifiers, method, completion date or another detail your policy needs. Ask how failed erasures, missing serial numbers or items held back will be reported. Reconcile that evidence with the authorised list and collection receipt. Our destruction records guide provides a closer look at the documents.
Ask for what your organisation actually needs
Requirements vary by contract, sector and risk. Tell us the materials, postcode, handover restrictions and desired records at the quoting stage. We will confirm what is available for the proposed service rather than assuming one document suits every job. Discuss a destruction project.
Further reading: ICO disposal and deletion guidance.
Planning a data clearance?
Send your material, quantity and postcode, along with the records your organisation needs. We will confirm the available options for your job.