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Chain of Custody and Asset Transfer Forms (ATF)

Reduce risk, exposure and finger pointing with proper documentation

Are you ready for an audit? Or trying to track down a missing hard drive or laptop? Or worse, the victim of a data breach?

Guardian Data Destruction supplies a full chain of custody documentation so that all device-related data is at your fingertips.

We are committed to a visible and transparent custodial chain of custody process that adheres to corporate, industry and federal regulations. For every project, all IT asset handoffs are fully documented and submitted via Asset Transfer Form so that audits or inquiries of any type are answerable.

Whether it’s a data center decommission or equipment migration or an onsite data destruction shred and erasure job, Guardian safeguards your security with our end-to-end chain of custody commitment and documentation.

Chain of custody example documents

Download a sample set of Chain of Custody documentation

Data Destruction Certificate Signing

Reduce liability with onsite data destruction

Switching offsite data destruction to onsite automatically reduces a significant opportunity for a data breach by eliminating a leg of transportation of live data. Instead the shredded byproduct goes right to an R2 recycler. Erased drives are left onsite or transported via SOW.

Documentation includes:

  • Destruction
  • Certificate of Recycling
  • ATF
  • Receipt by Recycler
  • Serial # scan
Chain of Custody Process

What’s included in Chain of Custody documentation

To protect the confidentiality of your company and clients, you are required by law to document the transport and changing hands of your data-laden devices.

As part of our secure transportation, packing and data destruction processes, Guardian will always and automatically supply:

  • Asset Transfer Forms (ATF) per transfer of devices
  • Bill of Lading (BOL) per shipment of devices
  • Certificates of Data Destruction (including scanned serial numbers) per project
  • Certificates of Recycling per project
asset transfer form

Understanding the Asset Transfer Form

For each and every device hand-off on each and every project, Guardian automatically supplies an Asset Transfer Form.

  • Job #
  • Quantity and type of items picked up
  • Date
  • Location of pickup and destination
  • Site contact
  • Pickup and receiving destination
  • Onsite services performed (e.g., serial number capturing, hard drive removal, packing, etc.)
  • Signatures of all parties (Guardian + customer + consignee)

Whether your IT asset is transported to a recycler, a remarketer, an ITAD or reseller or a warehouse awaiting disposition or redeployment, you’ll have an Asset Transfer Form to document each leg of transfer and transport.

warehouse worker asset transfer form

The Asset Transfer Form is protection and accountability

You should only need to refer to an Asset Transfer Form when there’s a “situation” and THEN it will be everyone’s source of truth.

The dual signature line is key:

Guardian: “I’ve got this (list/description) that I’ve done (this) to it and now I’m taking it all (here) ”
Customer: “I 100% agree!”

The Asset Transfer Form makes everyone accountable as both sides have agreed to what is being taken and where.

Blue Shield

Increase protection

Guardian’s adherence to Chain of Custody process and documentation is your guardian against data breaches.

Contact us >

Learn how Chain of Custody and ATF documentation works

We believe in full transparency and full documentation. See if you’re getting what you need for full chain of custody protection.

Request a sample set >

Be more valuable to your client.

We understand the data and IT asset market like no one else. And we have the expertise to help your business shine and grow.

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More about Chain of Custody and Asset Transfer Forms

What is an Asset Transfer Form (ATF) and why is it important for secure transport?

Often just referred to as “the paperwork”, the Asset Transfer Form (ATF) is the exact, verified count of assets (any kind) that are going to …

What is an Asset Transfer Form (ATF) and why is it important for secure transport? Keep Reading >

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Reverse Logistics for IT asset disposition (ITAD)

Procurement departments, IT managers, asset disposition (ITAD) specialists, and  warehouse managers may use the term “reverse logistics” from time to time. What exactly does that …

Reverse Logistics for IT asset disposition (ITAD) Keep Reading >

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The blind spot in Chain of Custody

The blind spot in chain of custodyIt’s easy to accidentally create a chain of custody liability gap during the asset disposition process. Equipment leaves the …

The blind spot in Chain of Custody Keep Reading >

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