# ToolCustody handbook

Record individual tool custody, check approved use and keep returns, holds and service evidence distinct.

Source: https://help.smartfact.ai/manuals/toolcustody

Review edition: 25 October 2026



## Guides and help pages

- [Start here: Owner](https://help.smartfact.ai/manuals/toolcustody/owner): Prepare access, positions and site lifecycle controls.
- [Start here: Author](https://help.smartfact.ai/manuals/toolcustody/author): Prepare approved tool identities, tasks and suitability policies.
- [Start here: Reviewer](https://help.smartfact.ai/manuals/toolcustody/reviewer): Review reference proofs and approve the unchanged revision.
- [Start here: Supervisor](https://help.smartfact.ai/manuals/toolcustody/supervisor): Manage opening custody, borrowers, holds and reviewed returns.
- [Start here: Operator](https://help.smartfact.ai/manuals/toolcustody/operator): Check eligibility, record deliberate handovers and return tools truthfully.
- [Start here: Viewer](https://help.smartfact.ai/manuals/toolcustody/viewer): Read asset custody and history without making operational changes.
- [Roles and actions: who can do what](https://help.smartfact.ai/manuals/toolcustody/roles-and-actions): Find the authority, authentication and review conditions for a task, with links to the working procedure.
- [Station input reference: tool labels, time and return details](https://help.smartfact.ai/manuals/toolcustody/input-reference): Enter exact identities, whole-minute intervals and truthful return details, and interpret refusals.
- [Prepare access, positions and borrowers](https://help.smartfact.ai/manuals/toolcustody/site-setup): Complete the administrative and operational prerequisites for a first crib.
- [Prepare references and approve the release](https://help.smartfact.ai/manuals/toolcustody/references-and-approval): Save exact catalogue content and independently expected suitability examples.
- [Confirm the physical opening](https://help.smartfact.ai/manuals/toolcustody/opening-custody): Record observed custody without inventing historical issue evidence.
- [Check and record a tool handover](https://help.smartfact.ai/manuals/toolcustody/issue-a-tool): Preview current eligibility, then confirm the actual physical issue.
- [Record a return, review and actual restow](https://help.smartfact.ai/manuals/toolcustody/returns-and-restow): Receive unsuitable tools truthfully without making them ready automatically.
- [Review holds, missing tools and disputed custody](https://help.smartfact.ai/manuals/toolcustody/holds-and-discrepancies): Retain observed facts while resolving the specific operational barrier.
- [Submit and review service evidence](https://help.smartfact.ai/manuals/toolcustody/service-evidence): Bind the actual private source to one asset and make a separate human decision.
- [Carry out a recorded spot check](https://help.smartfact.ai/manuals/toolcustody/spot-checks): Record observed assets against the check’s snapshot and retain discrepancies.
- [Settle uncertain actions and station problems](https://help.smartfact.ai/manuals/toolcustody/station-problems): Recover the original command before repeating a physical action.
- [Read history, prepare documents and retain an export](https://help.smartfact.ai/manuals/toolcustody/history-and-documents): Separate asset identity, historical status, printing and complete records.
- [Drain, close and review recovery](https://help.smartfact.ai/manuals/toolcustody/recovery-and-closure): Reopen only after current custody and reference reviews.
- [Worked example: a qualified issue and damaged return](https://help.smartfact.ai/manuals/toolcustody/worked-tool): Follow one individual tool through its actual custody and review states.
- [Allow a WorkSteps tool-readiness check](https://help.smartfact.ai/manuals/toolcustody/readiness-permissions): Record the exact approved task, receiving site and actor-to-borrower mappings, then withdraw deliberately when required.