Audit Documentation
One verifiable record for every IT phase-out
An IT phase-out is only complete when it has been demonstrably recorded.
- Data Destruction Certificates
- 248
- Transfer Records
- 248
- Chain of Custody
- Complete
- ESG Report
- Included
Data destruction, transport, processing and final destination all produce documentation that may be needed for audits, compliance obligations and internal controls. XITAD brings this information together within one project file, so that evidence does not get scattered across different systems, mailboxes and suppliers.
This keeps it visible what was processed, which method was applied and which documentation belongs to it.
Evidence arises during the process
Documentation is not compiled afterwards.
Every step in the process is recorded at the moment it takes place. Certificates, handovers and status changes are linked directly to the relevant project and remain centrally available within the platform.
This creates a verifiable record that is built up over the course of the project.
Certificates per storage medium
For storage media processed according to the agreed method, the relevant documentation is recorded.
Depending on the project, this can consist of erasure certificates, destruction certificates and additional audit information. This documentation is linked to the relevant storage medium and stored centrally within the project file.
This keeps it demonstrable which method was applied and when processing took place.
- Serial Number
- Sanitization Method
- Certificate
- Verification
- Timestamp
Destruction certificates
When physical destruction is applied, the destruction certificate forms the formal confirmation of processing.
This documentation makes it visible which storage media were destroyed, when this took place and within which project the processing was carried out.
This information also remains part of the central record.
Chain of custody documentation
Alongside data destruction, every handover within the process is also recorded.
From collection and transport to processing and completion, status changes are recorded as part of the chain of custody. This keeps it visible when equipment was handed over, received and processed.
Together, these records form a verifiable documentation chain.
ESG and project reports
Alongside operational documentation, the record can contain additional reports.
Depending on the project, ESG reports, processing reports and project overviews can be added. This keeps sustainability data, processing and compliance documentation available from one central source.
- ESG Report
- Processing Report
- Project Summary
- Audit Documentation
One record per project
All documentation is brought together within one environment.
Depending on the project, the record can consist of:
Data destruction certificates
Destruction certificates
Chain of custody documentation
Processing reports
ESG reports
Project documentation
This keeps the full body of evidence centrally available for auditors, compliance teams and internal stakeholders.
- ├Data Destruction Certificates
- ├Destruction Certificates
- ├Chain of Custody
- ├ESG Reporting
- ├Processing Reports
- └Project Documentation
Download & Audit Readiness
Frequently asked questions about audit documentation
What documentation do I receive afterwards?
Depending on the project, you receive data destruction certificates, destruction certificates, chain of custody documentation, processing reports, ESG reports and project documentation, brought together within one project file.
How does the chain of custody remain demonstrable?
Every handover, from collection and transport to processing and completion, is recorded as a status change within the chain of custody. Together, these records form a verifiable documentation chain.
Where are certificates stored?
Certificates are linked to the relevant storage medium and stored centrally within the project file on the platform, so they do not get scattered across different systems, mailboxes and suppliers.
Can I download project documentation centrally?
Yes. All documentation is brought together within one environment, so the project file is centrally available for auditors, compliance teams and internal stakeholders.
What ESG data is available?
Depending on the project, ESG reports can be added to the record, so sustainability data remains available from the same central source as the other documentation.
How does this support audits and compliance checks?
Because certificates, handovers, reports and status changes are recorded and bundled during the process, the full body of evidence remains traceable and centrally available for audits and compliance checks.
Documentation that goes beyond certificates
Bring data destruction, chain of custody, ESG reports and project documentation together within one verifiable record.