Helixrack

Documentation ยท Custody

Receiving and custody

Every approved machine moves through named states. The record identifies who released it, what Helixrack received, where it may move next, and who can authorize a change.

The Helixrack receiving dock prepared for an approved pallet delivery

Before arrival

Receiving is by written approval and appointment.

The accepted quote identifies the approved machine. A separate receiving message supplies the current label, shipment reference, packaging notes, carrier method, delivery window, and agreed inspection scope.

Do not publish, reuse, or send a carrier to an address from an old email or journal entry. Unapproved equipment may be refused or held for return at the sender's expense.

Custody states

A machine does not move straight from the truck to production.

  1. ApprovedThe accepted quote and receiving message identify the machine, shipper, authorized contact, and expected delivery.
  2. ReceivedThe operator records carrier, tracking or bill of lading, time, package count, visible package condition, and shipment reference.
  3. IdentifiedThe outer label, chassis label, serial number, accessories, and intake record are reconciled before work begins.
  4. InspectedVisible equipment condition and any agreed opening or component checks are recorded. Concealed or latent damage may remain undiscovered.
  5. TestingThe machine stays outside the production handoff while the quote-authorized installation checks are performed.
  6. InstalledThe rack position, power meter boundary, network handoff, service start, and customer acceptance state are recorded together.
  7. ReleasedAt removal, the authorized instruction, packing record, carrier handoff, tracking, and final custody time close the facility record.

Illustrative sample

What a useful custody record contains.

This example uses reserved identifiers and does not describe a customer, active machine, live rack position, or real shipment.

Download sample record (.txt)
Record: HXR-EXAMPLE-001
State: RECEIVED
Shipment ref: EXAMPLE-NOT-FOR-SHIPPING
Carrier handoff: 2026-07-18 14:22 ET
Packages: 1
Visible condition: no exception noted
Hardware ID: SAMPLE-SERVER-01
Next state: identity review
Authorized contact: Example Customer Contact

Damage or mismatch

If the package is visibly damaged, the identity does not match, or the configuration differs materially from intake, the operator records the observation and pauses. Helixrack asks the authorized contact whether to inspect further, make a carrier claim record, return the shipment, or revise the fit review.

Customer property

Customer-owned hardware remains customer property. Helixrack does not sell, recycle, sanitize, destroy, or release it to another party without documented authority or a legally valid process for unclaimed property.

Planning a delivery?

Complete intake first. The operating team will issue the shipment reference and current dock instructions after approval.

Start intake