Digital handover
Digital proof of handover: what a useful condition record should contain
A photo in a phone gallery does not show who received an item, when the record was created, or whether the other person accepted the shown condition. A useful digital handover record connects those facts in one traceable workflow.
Who is this guide for?
For individuals, businesses, rental operators and sellers of used items.
What should a handover record contain?
Start with original photos or video, a clear item name, a server-side record time and one shared record that both parties can open. The recipient should be able to review the media and confirm the condition or add a comment without unnecessary friction.
- original media
- server receipt time
- visible-condition summary
- item name or reference
- recipient confirmation
- one secure shared record
Why time and media integrity matter
When a disagreement happens later, the key question is which files were actually part of the handover. LOSTIGO calculates a SHA-256 hash for uploaded files and records the time they reach the server. If a photo includes an EXIF date, that can be displayed as additional metadata, but it is not treated as independently verified capture time.
For a stronger record, capture the photo directly inside the application so the workflow can distinguish a live capture from a gallery upload.
Where AI helps—and where it does not
AI can assist with describing visible scratches, cracks, accessories, readable serial numbers and other details. It is documentation assistance, not a professional appraisal and not a guarantee that every defect will be detected.
The strongest workflow combines good media, a structured AI summary and explicit confirmation from the other party.
When to use BEFORE / AFTER
For returned items, create linked records at checkout and check-in. BEFORE / AFTER comparison reduces manual review and helps surface newly visible changes.
This is particularly useful for vehicles, sports equipment, tools, electronics and other rented assets.
Frequently asked questions
Does the recipient need an account?
No. The recipient can open the unique QR code or link, review the record and confirm the condition without a LOSTIGO account.
Does SHA-256 prove when a photo was taken?
No. The hash proves that a specific file has not changed after capture or upload. Time is a separate signal; LOSTIGO keeps its own server receipt time.
Create your first digital handover
A basic handover does not require registration. Capture the condition, create the record and share a secure QR code or link.