Completing a process is one thing. Showing how it was completed months later can be much harder.
Approvals are granted, incidents are closed, and payments are authorised. But when an internal review or external audit asks what happened, the supporting evidence may be spread across inboxes, folders, screenshots and signed documents. Teams then have to reconstruct the sequence of work.
FlowCentric’s Chain of Custody solution helps organisations keep that evidence connected to selected workflows as work progresses.
What the solution does
Chain of Custody combines FlowCentric Processware workflow records with associated RealSign electronic signing evidence. Processware manages the workflow and records its actions. RealSign provides electronic signing at selected points.
Together, these records give reviewers a clearer account of how a process moved forward and where electronic signing took place. They support traceability without requiring every action in a workflow to be signed.
Why connected evidence matters
When process and signing evidence are disconnected, answering a straightforward question can take considerable effort. Teams may need to find documents, compare dates and establish which record relates to which action.
Bringing the relevant evidence together can make internal reviews and audit preparation more manageable. It also helps managers examine how critical work was handled while the process is still familiar, rather than relying on recollection later.
How it works
- An organisation identifies a Processware workflow where accountability and traceability matter.
- RealSign electronic signing is incorporated at relevant actions or approvals.
- The workflow record and associated signing evidence are available together to support later review.
The scope of signing depends on the process. Chain of Custody is intended for selected points where supporting evidence adds value.
Where could it be useful?
Consider a procurement approval that passes through several stages. If a question arises later, the organisation needs to understand the workflow’s recorded actions and locate the signing evidence associated with the relevant approval.
The same principle may be useful for delegated authority approvals, incident management, special payments, HR requests, audit finding follow-up and operational control processes. These are examples of where an organisation might assess the need for stronger traceability; the appropriate design depends on its requirements.
What value does it provide?
Chain of Custody can help organisations:
- Prepare for reviews more easily by bringing workflow records and associated signing evidence together.
- Improve traceability across selected actions and approvals.
- Reduce evidence gathering from disconnected sources.
- Apply evidential control selectively to processes where it matters most.
A workflow helps work move forward. Chain of Custody also helps an organisation account for how selected work was carried out.
Request a walkthrough to explore where connected processes and signed evidence can help your organisation.
