Understanding and Using PDF Agreements for Asset Custody in Shelf

What is Signed Custody?

Signed custody is a feature in Shelf that adds an extra layer of security and accountability when assigning assets to team members. It allows administrators to attach a PDF document to the custody transfer process. Shelf offers two types of agreements:

1. Read-Only Agreements: Custodians must acknowledge they have read the document before receiving custody
2. Signature-Required Agreements: Custodians must review the document and provide their electronic signature

Both options create a formal agreement between the asset owner and the custodian, but with different levels of verification and commitment.

Key Benefits

• Enhanced Accountability: Create a clear audit trail of who has taken responsibility for assets
• Legal Documentation: Agreements can provide documentation in case of disputes. Note: Shelf provides the infrastructure for agreements, but users are responsible for ensuring their agreements meet legal requirements in their jurisdiction
• Risk Reduction: Reduce the risk of lost or damaged equipment by clearly documenting expectations
• Compliance Support: Help meet documentation requirements for internal policies or regulations
• Asset Value Protection: Better protect assets through formal documentation of custody transfers

When to Use PDF Agreements

PDF agreements can be valuable for a wide variety of use cases, including:

• Assets that require special handling or training documentation
• Equipment loaned to contractors or external parties
• Regulated environments where documentation is mandatory
• Situations where you need proof of agreement for insurance purposes
• Standard operating procedures that need to be acknowledged
• General terms and conditions for any asset custody transfer
• Internal policy acknowledgments for certain types of assets

The flexibility of the system allows you to create different types of agreements for different scenarios, without limiting how you utilize this feature.

How PDF Agreements Work

For Read-Only Agreements:

1. Template Creation: Administrators create PDF agreement templates in the system settings
2. Assignment Process: When giving custody of an asset or kit, toggle "Add PDF Agreement"
3. Template Selection: Choose a read-only agreement template for the custody transfer
4. Notification: For registered users, the custodian receives an email with a link to view the agreement. Note: Non-registered members (NRMs) do not receive emails as they don't have email addresses in the system. For NRMs, administrators need to manually share the link
5. Acknowledgment Process: The custodian reviews the document and confirms they have read it
6. Completion: Once acknowledged, custody is transferred and the document is stored with the asset record
7. Record Keeping: All agreements are accessible from both the asset's history and the dedicated Signed Custody section

For Signature-Required Agreements:

1. Template Creation: Administrators create PDF agreement templates in the system settings
2. Assignment Process: When giving custody of an asset or kit, toggle "Add PDF Agreement"
3. Template Selection: Choose a signature-required agreement template
4. Notification: For registered users, the custodian receives an email with a link to view and sign the agreement. Note: Non-registered members (NRMs) do not receive emails as they don't have email addresses in the system. For NRMs, administrators need to manually share the link
5. Signing Process: The custodian reviews the document and provides their electronic signature
6. Completion: Once signed, custody is transferred and the signed document is stored with the asset record
7. Record Keeping: All agreements are accessible from both the asset's history and the dedicated Signed Custody section

Setting Up PDF Agreement Templates

As an administrator, you can manage multiple agreement templates:

1. Go to Settings > PDF Agreements
2. Click Add New Template
3. Upload your PDF document
4. Give your template a name (e.g., "Basic custody agreement", "Equipment training certification")
5. Select the agreement type:
   • Read-Only: Requires the custodian to confirm they've read the document
   • Signature-Required: Requires the custodian to electronically sign the document
6. Set it as active or inactive
7. Save the template

Templates can be customized for different types of assets, departments, or situations.

Best Practices for Using Agreements

When utilizing the PDF agreement feature, consider these best practices:

• Create Clear Agreements: Ensure your PDF agreements clearly state expectations and responsibilities
• Use Multiple Templates: Create different templates for different use cases (you don't need one agreement per asset)
• Generic vs. Specific: Both generic agreements and asset-specific agreements have their place - choose what works for your organization
• Layer Your Information: Remember that asset details (serial numbers, conditions) are tracked separately from agreements; you can reference them but they are separate layers in the system
• Set Clear Expectations: Make sure custodians understand your process for assets that require agreements

The PDF agreement feature is flexible and can be used for a wide range of scenarios, from simple acknowledgments to detailed custody agreements. The agreement and asset data exist as separate layers, giving you the freedom to create the system that works best for your needs.

Managing Agreements and Receipts

All agreements are stored securely in Shelf and can be accessed in multiple ways:

• From the Signed Custody section in the main navigation menu, which includes:
  • Agreements: View and manage all your agreement templates
  • Receipts: A comprehensive index of all agreement instances in various statuses
• From the Asset Details page under the custody section
• From the Kit Details page for kits with agreements

The Receipts section shows only agreements that have actually been sent to custodians (not regular custody transfers without agreements). This central repository makes it easy to track the status of all your agreements in one place.

Each receipt has a status that reflects the current state of the agreement:

• Pending: Awaiting acknowledgment or signature
• Completed: Successfully acknowledged or signed
• Declined: Rejected by the custodian
• Cancelled: The agreement was cancelled (e.g., when custody is changed)

Administrators can view, download, and manage these records as needed for documentation and auditing purposes.

Special Considerations for Kits

When using PDF agreements with kits, there are some special considerations to keep in mind:

Assigning Custody of a Kit

• When you assign custody of a kit, all assets within that kit will receive the same custody status
• If some assets in the kit already have individual custody assignments:
  • A warning will appear explaining that existing asset custodies will be synchronized with the kit
  • All current custodies or pending custodies of the individual assets will be released
  • The assets will then be assigned custody via the kit
  • Any pending receipts for individual assets will be cancelled

Assets that are Part of a Kit

• When a kit is in custody, you cannot assign or release individual custody to assets in that kit
• If you need to handle an asset separately, you must first remove it from the kit
• When a kit's status is "Signature Pending," all assets within the kit will also show "Signature Pending via Kit"
• Assets in custody via a kit will display "In custody via Kit" in their status badge

Managing Agreements for Kits

• When viewing an asset that is part of a kit with an agreement, the asset page will indicate that custody is assigned via the kit
• The release custody button will be disabled for assets in custody via a kit
• You can view the agreement details from either the kit page or the Receipts section

Frequently Asked Questions

Q: Can I use PDF agreements for some assets but not others?
A: Yes, PDF agreements are optional and can be enabled on a case-by-case basis when assigning custody.

Q: What's the difference between read-only and signature-required agreements?
A: Read-only agreements only require the custodian to confirm they've read the document. Signature-required agreements need an electronic signature before custody can be transferred.

Q: What happens if a custodian refuses to sign or acknowledge?
A: The custody transfer will not be completed until the agreement is signed or acknowledged. The system will show the request as "Pending Acknowledgment" or "Pending Signature."

Q: Can I customize the content of PDF agreements?
A: Yes, you can upload any PDF document as a template. We recommend consulting with your legal team when creating these documents.

Q: Are electronic signatures legally binding?
A: In most jurisdictions, electronic signatures are legally binding for this type of agreement. However, legal requirements vary by location, so consult your legal team for specific guidance.

Q: Can I use read-only agreements for low-value assets and signatures for high-value ones?
A: Yes! This is a common approach. You can create different templates and choose the appropriate level of verification based on the asset's value or importance.

Q: Can I delete a signed agreement?
A: Administrators can archive agreements, but for audit and compliance purposes, signed agreements cannot be permanently deleted.

Need Additional Help?

If you have questions about using PDF agreements for asset custody, contact our support team at support@shelf.nu or visit our Knowledge Base for more information about team roles, custody management, and other Shelf features.

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