Efficient Asset Management with Shelf’s New “Signed Custody” Feature
In the dynamic environment of asset management, accountability and flexibility are important. Shelf introduces an innovative solution that simplifies the dispatching process for company assets while ensuring compliance and transparency: the “Signed Custody” feature.
Written by
Carlos Virreira
Published on
December 27, 2023
In the dynamic environment of asset management, accountability and flexibility are important. Shelf introduces an innovative solution that simplifies the dispatching process for company assets while ensuring compliance and transparency: the “Signed Custody” feature.
How It Works
When an asset manager needs to assign a company asset to a team member for long-term use, the process is now streamlined with Shelf's system. Here’s how:
Selection: The asset manager selects the asset within Shelf’s system and chooses a custodian from the team members.
Template Addition: The manager has the option to add a PDF template, which can be any document relevant to the asset's custody—be it a responsibility agreement, a terms-of-use policy, or any other pertinent file.
Signature Requirement: Before the asset is officially assigned, the selected custodian is prompted to sign the attached document. Shelf renders the PDF and provides a checkbox for the user to acknowledge and leave their signature.
Why It’s Necessary
The “Signed Custody” feature addresses several critical needs:
Accountability: It ensures that both the asset manager and the custodian are aware of and agree to the terms of the asset’s use.
Legal Compliance: The signature requirement adds a layer of legal compliance, as signed documents are often required for internal audits or regulatory purposes.
Record Keeping: The system automatically retains records of all signed agreements, simplifying record keeping and retrieval.
When to Use the Feature
This feature is particularly useful when:
Assets are of high value or sensitive nature and require formal acknowledgment of custody.
There’s a need for clear terms of use and responsibilities to be communicated and agreed upon.
The company requires a legal trail for the asset's custody history.
Benefits
Flexibility: Administrators can upload any type of PDF document to serve as a template.
Ease of Use: Shelf’s interface makes it simple for managers and custodians to complete the process without extensive training.
Traceability: With the signed document, the asset's custody chain remains transparent and traceable.
Feature Statuses
With the “Signed Custody” feature, assets will have statuses to inform all team members of their availability:
Waiting for Signature: The asset is available, but flagged to show it’s pending a signature.
Signed and In Custody: Once signed, the asset becomes unavailable for booking, indicating it’s under the long-term custody of an individual.
Switch to non-signed custody? The process can be reset by releasing custody, removing the need for a signature, and making the asset available again.
Conclusion
The “Signed Custody” feature by Shelf brings a new level of efficiency and security to asset management. By integrating a simple signature process, it enables organizations to maintain control over their assets with greater ease and assurance.
I am thrilled to announce that Shelf, our innovative software startup in the realm of asset management, has recently secured a strategic investment from OSS Capital, a venture capital firm renowned for its support of open-source projects. This partnership marks a momentous milestone for both Shelf and OSS Capital as we unite our efforts to position Shelf as the premier asset management solution for teams and businesses.
As businesses grow and expand, managing assets /equipment becomes increasingly complex. From tracking hardware and software inventory to ensuring compliance with licensing agreements, effective asset management plays a crucial role in optimizing efficiency and controlling costs. In recent years, open source asset management software has emerged as a popular solution for organizations seeking flexibility, customization, and cost-effectiveness.
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July 23, 2024
Open-source by design
Asset and equipment tracking software for teams that value clarity
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