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Übernahmeprotokoll
When retired IT leaves the building, it changes sphere of responsibility. That is exactly the moment when the biggest gap arises if nothing is documented. The acceptance record closes it: it records what was handed over to whom and when.
In brief
An acceptance record is a document that records the handover of devices or containers from one party to another, with date, place, scope, condition and signatures of both sides. In IT retirement, it proves that notebooks, servers or data carriers were handed over completely and intact to the carrier or service provider. It is a central link in the chain of custody.
Why the acceptance record matters
The record fulfills three tasks. First, it documents who is responsible for the devices from when. Second, it helps to prove the obligations under the GDPR: you must be able to demonstrate that personal data was also protected during transport. Third, it can be important for the transfer of risk and ownership, that is, for the question of who is liable in case of loss or damage. More on this in the entry Transfer of risk and transfer of ownership. This entry does not replace legal advice.
Without a record, it is hardly possible to clarify in a dispute how many devices were actually handed over. In the Chain of custody there would be a gap at this point.
Components of an acceptance record
| Item | Purpose |
|---|---|
| Date, time, place | Time and place of the handover |
| Handing-over and receiving person, each with company | Clear responsibility |
| Number of containers and devices | Completeness of the handover |
| Reference to the Inventory list with serial numbers | Reconciliation at goods receipt |
| Numbers of the security seals | Proof that containers were not opened |
| Condition and anomalies | Documentation of damage or discrepancies |
| Signatures of both sides | Confirmation of the handover |
Each side keeps a copy. At the service provider's goods receipt, the record is reconciled with the delivered devices. More on this in the entry Incoming goods inspection.
How to recognize a good acceptance record
- It states quantities and refers to a list of serial numbers, not just to "a pallet".
- It contains the seal numbers, so that every container can be clearly identified.
- Anomalies are noted immediately, not afterwards.
- It is filled out anew at every handover, including partial deliveries.
Rule of thumb: What is not in the acceptance record was never handed over as far as the chain is concerned.
Acceptance record and handover record
In everyday use, the terms are often used interchangeably. A handover record for hardware arises, for example, when employees return their devices on leaving the company. How this works is shown by our offboarding checklist. The acceptance record is at the start of the chain, the Certificate of destruction and erasure report at the end.
Acceptance record at Second IT
With Second IT's secure logistics, all data carriers are sealed at pickup, and unsealing only takes place in-house in Schwäbisch Hall. According to the general terms and conditions, the risk for sealed pickups passes to Second IT as soon as the vehicle is sealed at the pickup location. Those who ship themselves use a PELI case or roll cage: after sealing, have the handover to DHL or the freight forwarder acknowledged on your copy of the acceptance record. The form can be filled out electronically. More on the Security logistics.
Frequently asked questions about the acceptance record
Is an acceptance record required by law?
No law prescribes a specific form. However, the GDPR requires that you can demonstrate the protection of personal data. A signed record is the simplest proof of an orderly handover.
What do I do if something is missing or damaged at handover?
Note the discrepancy directly in the record, with serial number and description. Have both sides sign the note and then clarify the case internally.
Is a delivery note enough as an acceptance record?
Usually not. A delivery note often only states quantities. For the chain of custody, you additionally need seal numbers, a reference to the serial number list and the signatures of both sides.
Do I need a new acceptance record for each partial delivery?
Yes. The record is filled out anew at every handover, including partial deliveries. Each side keeps a copy. At the service provider's goods receipt, it is reconciled with the delivered devices.
What is the difference between an acceptance record and a handover record?
In everyday use, both terms are often used interchangeably. A handover record for hardware arises, for example, when employees return their devices on leaving the company. The acceptance record is at the start of the chain of custody, the erasure certificate at the end.
Picked up sealed, handed over with a record – seamless through to the erasure certificate.
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