Custodia Registry · R03
Physical custody
45 minutes. · 10 slides
Lesson video coming soon. The player below contains a sample video, not this lesson. You can use the written lesson and slide guide now.
Work through the lesson
Use these explanations alongside the slide guide. Expand any section to read its full explanation.
Your task and authority
- Confirm your assigned duties
- Use the fictional training case
- Verify the result and its history
Learning outcome
Custody shows real handoffs and the final confirmed location.
Read the full explanation
Our audience is records_clerk, digitization supervisor, managers and directors. Before the demonstration, confirm these prerequisites: C01–C04; trainer borrower and Registry accounts. The action-level access conditions are: record_loan_manage; classification/volume and custody rules; override separately. Check the actual account and record state. The goal is not simply to find a button: Custody shows real handoffs and the final confirmed location.
Review the request
- Review the request, reason, clearance and actual file availability.
What to check
Check the requester, reason, clearance and actual availability of the physical file. Digital visibility is not proof that the Registry can issue the item. Resolve custody or volume restrictions before approval.
Read the full explanation
Review the request, reason, clearance and actual file availability. Check the requester, reason, clearance and actual availability of the physical file. Digital visibility is not proof that the Registry can issue the item. Resolve custody or volume restrictions before approval. As we work through this example, identify the record or account involved and point out the evidence that confirms this step. If the expected control or result is missing, pause and explain the condition before continuing.
Decision and ready state
- Approve or deny with the proper explanation; mark the approved file ready.
What to check
Record the permitted decision with its explanation. For approved work, mark ready only when preparation is complete. Approval and readiness should describe distinct points in the process.
Read the full explanation
Approve or deny with the proper explanation; mark the approved file ready. Record the permitted decision with its explanation. For approved work, mark ready only when preparation is complete. Approval and readiness should describe distinct points in the process. As we work through this example, identify the record or account involved and point out the evidence that confirms this step. If the expected control or result is missing, pause and explain the condition before continuing.
Issue and pickup
- Issue the correct file and preserve checkout/pickup evidence.
What to check
Match the file label, borrower and request at the handoff. Preserve the checkout slip and pickup evidence. Avoid confirming possession on behalf of an absent borrower simply to clear a queue.
Read the full explanation
Issue the correct file and preserve checkout/pickup evidence. Match the file label, borrower and request at the handoff. Preserve the checkout slip and pickup evidence. Avoid confirming possession on behalf of an absent borrower simply to clear a queue. As we work through this example, identify the record or account involved and point out the evidence that confirms this step. If the expected control or result is missing, pause and explain the condition before continuing.
Receive the return
- Receive the returned file after verifying contents and record the receipt.
What to check
Check the returned file and contents before recording receipt. Investigate mismatches through the local process. Receipt establishes return to the Registry; it does not yet establish the final shelf position.
Read the full explanation
Receive the returned file after verifying contents and record the receipt. Check the returned file and contents before recording receipt. Investigate mismatches through the local process. Receipt establishes return to the Registry; it does not yet establish the final shelf position. As we work through this example, identify the record or account involved and point out the evidence that confirms this step. If the expected control or result is missing, pause and explain the condition before continuing.
Reshelve and confirm
- Confirm its final shelf location through reshelving and inspect movement history.
What to check
Put the file in its intended location and complete the normal location confirmation. Inspect the movement history. A separately permissioned reshelving override needs a reason and is an exception, not the standard workflow.
Read the full explanation
Confirm its final shelf location through reshelving and inspect movement history. Put the file in its intended location and complete the normal location confirmation. Inspect the movement history. A separately permissioned reshelving override needs a reason and is an exception, not the standard workflow. As we work through this example, identify the record or account involved and point out the evidence that confirms this step. If the expected control or result is missing, pause and explain the condition before continuing.
Exceptions and recovery
- Identify the blocked condition
- Preserve the relevant evidence
- Use the authorized next step
Important boundary
Receipt is not final reshelving. A reshelve override is separately permissioned, reasoned and exceptional; do not use it as the normal path.
Read the full explanation
Consider the exception before deciding to retry. Receipt is not final reshelving. A reshelve override is separately permissioned, reasoned and exceptional; do not use it as the normal path. Explain what you expected and what was actually shown. Keep the record identifier and sanitized error context, then refer the issue to the person responsible for that decision. A missing or blocked control is not a reason to borrow a more powerful account.
Guided practice
- Work within the assigned role
- Show the resulting state
- Explain one exception
Your exercise
Trace a fictional file from approved request to final shelf. Pause after receipt and identify the remaining action before calling the custody cycle complete.
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Now use the approved fictional example. Trace a fictional file from approved request to final shelf. Pause after receipt and identify the remaining action before calling the custody cycle complete. Explain the identity, current state and intended action before acting. At the end, show the evidence of the result and name the next responsible person if the workflow cannot proceed. Destructive actions and live external sends are discussed using prepared examples.
Practice debrief
- Correct identity and authority
- Traceable result and history
- A justified next step
Expected answer
Request, issue, pickup, receipt and final location refer to the same file. The learner identifies reshelving as separate from receipt and avoids routine overrides.
Read the full explanation
The answer should establish the following: Request, issue, pickup, receipt and final location refer to the same file. The learner identifies reshelving as separate from receipt and avoids routine overrides. Walk through the evidence in the same order as the workflow. Explain the specific boundary discussed in this lesson. If a result could not be established, report it as unverified and identify what would be needed to complete the task.