Quick answer
Use this guide to understand asset management, prepare the right records, and complete the workflow in 5 clear steps.
Start here
What this guide helps you do
- You issue uniforms, radios, weapons, or other controlled equipment.
- You need real-time availability and condition tracking.
- You need auditable custody transitions between employees.
Access
Before you start
What you can view or change depends on your Arcova role. If a button or page in this guide is missing, ask an account administrator to check your access.
- Quartermasters or inventory managers maintain stock records.
- Supervisors issue and accept returns.
- Officers can acknowledge custody transfers when enabled.
Know the pieces
What Arcova keeps track of
These are the records you will see in this area. You do not need to memorize them—use this list when a field or status is unfamiliar.
Asset Item
Unique physical or serialized equipment record.
- Information you will see
- Serial, category, condition, storage location.
- Statuses it can move through
- In stock, issued, reserved, maintenance, retired.
Issue Record
Links asset item to employee and shift context.
- Information you will see
- Issue time, expected return, issuing supervisor.
- Statuses it can move through
- Open, overdue, returned, disputed.
Inspection
Condition check tied to issue or return event.
- Information you will see
- Condition rating, notes, photos.
- Statuses it can move through
- Pending, passed, failed.
Inventory Count
Periodic reconciliation snapshot by location.
- Information you will see
- Counted quantity, variance, approver.
- Statuses it can move through
- Draft, submitted, locked.
Step by step
Follow the workflow
- 1
Register assets with category and custody rules.
- 2
Issue assets to officers for shift or long-term use.
- 3
Capture return event with condition inspection.
- 4
Resolve variances, damages, or disputes.
- 5
Run periodic inventory counts and lock reconciled records.
Arcova in the background
What happens automatically
Arcova may update connected records, notify the right people, or check rules while you work.
Updates after a change
Other records that may change when you save or approve work.
- Asset issuance updates availability across scheduling views.
- Failed return inspections can open maintenance tasks.
- Variance approvals are permanently logged.
Who gets notified
Messages Arcova may send during this workflow.
- Overdue returns notify supervisors and inventory managers.
- Low-stock thresholds trigger replenishment alerts.
- Critical condition failures trigger escalation notifications.
Checks Arcova performs
Rules and safeguards that may run before an action is completed.
- Auto-overdue detection runs on expected return windows.
- Condition failures can prevent future issuance until reviewed.
- Inventory variance can create investigation tasks.
See it in context
A practical example
Situation
Night supervisor issues body camera and radio to three officers before shift start.
- 1
Supervisor scans each asset and creates issue records.
- 2
Each officer confirms receipt in mobile app.
- 3
At shift end, one camera is returned with cracked housing.
- 4
Return inspection fails and maintenance task is created.
- 5
Replacement inventory is issued for next shift.
Expected result
Custody trail remains intact and damaged equipment is removed from circulation.
Avoid rework
Common problems to check
- Unreturned assets stay linked to open issue records and skew availability.
- Bulk quantity edits should be done through counts, not direct item edits.
- Retired assets remain in audit history and should not be deleted.
- Location-scoped permissions can hide stock from unauthorized supervisors.
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