Track and Trace Records: Proving Custody When Shipments Are Disputed
When a delivery is late, short or damaged, the first question is simple: where was the shipment and who had it? Track and trace answers that with a record made at the time, not an account written afterwards. This guide explains what a good custody record holds and how to use it when goods are disputed.
Key takeaways
- A track and trace record is a time-ordered list of events, each with a place, a handler and a time.
- Gaps between scans are where most disputes start, so checkpoints should match real hand-offs.
- Condition data and photos make a record stronger than a location alone.
- Records are only useful if they cannot be quietly edited after the fact.
What a custody record actually contains
Each event in a track and trace record is a small entry. Together the entries form a chain that anyone can read from first scan to last.
| Field | Why it matters |
|---|---|
| Identity | Barcode, RFID tag or number plate that names the item or vehicle |
| Place | Gate, dock, scanner or zone where the event happened |
| Time | Date and clock time recorded by the device, not typed in later |
| Handler | Driver, operator or user login that took responsibility |
| Condition | Photo, seal number or sensor reading such as temperature |
Where gaps in the chain appear
Disputes usually trace back to a stretch of time with no event. Goods may sit between a dock and a vehicle, or change hands at a roadside stop with no scan. Mapping the real route first, then placing a checkpoint at every hand-off, closes most of these gaps. Our article on checkpoints, events and alerts in the supply chain shows how to choose them.
Using the record to settle a claim
A claim is easier to settle when both sides read the same timeline. Start from the last event both parties agree on, then follow the entries forward until condition or location changes. A seal number that differs between two scans, or a photo that shows damage at one dock and not the previous one, points to the point of loss. Keep the original timestamps and device names with the exported timeline so the other party can check them.
Keeping the records trustworthy
A record that can be edited quietly is weak evidence. Use named user logins, keep an audit trail of any correction, and store images and logs for as long as your contracts allow claims. For a wider view of data flow, see how a track and trace system works.
Building a custody trail with Suraj Informatics
Suraj Informatics designs track and trace systems that join scanners, RFID readers and gate data into one event history. Tell us how goods move on your site and we will suggest where the checkpoints should go.
Track and trace records: common questions
What is a track and trace record?
A time-ordered list of events showing where an item was, who handled it and in what condition.
Can track and trace prove who is at fault?
It shows what happened and when. Fault is decided by people, but a clear timeline removes most of the guesswork.
Do I need photos as well as scans?
Photos and seal numbers add condition evidence that a location scan alone cannot give.
How long should records be kept?
Keep them at least as long as the claim period in your contracts and local rules.
Talk to our track and trace team
Tell us how goods move through your sites and we will suggest a simple way to record every hand-off.
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