Move from scheduled arrival and package verification into fast item intake, custody identity, photography, measurements, attributes and approved digital records—while preserving discrepancies, exceptions and the distinction between physical custody and commercial publication.
Receive and Digitise begins when inventory physically reaches the approved receiving point. It ends when the required items have been identified, captured and routed into the next operational stage. Storage-only inventory can follow a lighter path, while rental, sale or subscription inventory can require richer item-level identity and imagery.
The physical operator can differ by client. What should remain consistent is the ability to identify what arrived, record who handled it, create the required custody record and route exceptions without losing traceability.
Vault teams receive, verify, identify and digitise the inventory according to the selected service scope.
The client and Vault divide receiving, item preparation, catalogue capture or approval according to the configured responsibility matrix.
Approved client teams can perform intake and identity work in their own facility when the selected platform model supports it.
The process should be fast enough for high-volume intake while still preserving accountability for discrepancies, identity, condition and the digital information required by the selected operating model.
Confirm the scheduled handover, packages, seal/condition evidence, expected-versus-received count and discrepancy state.
Open the item workflow, prevent duplicate work, scan rapidly and assign the permanent custody QR or other approved item identity.
Capture required item images and category-specific data, with AI assistance where selected and manual review remaining available.
Confirm the record, preserve unresolved issues and route the item into storage, catalogue completion, QC, care or another approved next step.
Start with the complete receiving architecture, then move through arrival scheduling, package verification, fast item scanning, custody QR identity, photography, measurements, attributes, AI-assisted review, exceptions and the final digital handoff.
Receiving begins against an expected inbound or approved handover. The receiving team should be able to confirm who arrived, what was delivered and whether the package count matches what was expected before item-level work begins.
Container or package QR identification can be used where it adds value, but it should remain optional for workflows where the client manages containers directly or package-level tracking is unnecessary.
Connect the physical arrival to the approved inbound request.
Confirm the outer units before item-level opening.
Use box or container identity only when the selected workflow benefits from it.
Do not erase mismatches to force the intake forward.
Item intake may involve hundreds of pieces. The operator should be able to open one item, lock/start the work where needed, scan or enter the identifier quickly and return focus to the scan field for the next item without repeatedly navigating the page.
The permanent custody identity is the physical record used across storage and movement. Marketplace or destination-specific QR/SKU references can be linked later without replacing that custody identity.
Prevent two operators from unknowingly processing the same work at the same time where locking is configured.
Optimise repeated intake for continuous scanning.
Create or link the stable physical identity used by storage and movement workflows.
Keep repeated scans and unexpected quantity visible.
Rental, sale and subscription workflows can require richer item-level capture than storage-only inventory. Front and back images can form the minimum commercial evidence where configured, while category selection determines which measurements and attributes are relevant.
AI can assist with colour, attributes, descriptions, image treatment and measurement interpretation where selected, but suggestions should remain reviewable and manually editable. Measurements should use an approved capture method rather than being treated as authoritative simply because AI produced a value.
Capture the minimum visual record required by the selected workflow.
Load the fields relevant to the item instead of one generic form.
Create the structured descriptive record used later for search, catalogue and control.
Use automation to reduce repetitive work without hiding uncertainty.
The completed digital record should be reviewed against the required intake scope. Missing mandatory images, uncertain measurements, damaged items or identity conflicts should route to a visible exception rather than being silently marked complete.
Digitisation also does not automatically publish an item or make it rentable/saleable. Commercial readiness and publication remain later controlled decisions.
Confirm the item has what its selected workflow actually requires.
Keep unresolved problems visible and attributable.
Send the item to the correct next operational step.
Pass a trusted item record into Store and Control without making unsupported commercial assumptions.
The process keeps package receiving separate from item identity and keeps item digitisation separate from later storage or publication decisions.
Match the arriving inventory to the approved inbound, confirm handover and record who received it.
Check package count and condition, use container identity where selected and raise discrepancies immediately.
Open the item, prevent duplicate processing and assign or verify the permanent custody identity quickly.
Add required images, category, measurements, attributes, condition and reviewed AI suggestions where selected.
Check completeness, preserve discrepancies and route failed or damaged items into the correct exception workflow.
Move the trusted record into storage, catalogue completion, QC/care or another approved next route.
Receiving & Item Intake, QR Identification, Photography & Studio Services and Catalogue Preparation describe the deeper operational service layers. This How It Works page explains how those pieces connect in the overall journey.
The item can have a complete custody/digital record while still being held, awaiting catalogue review, care, storage allocation or later commercial approval.
The client remains responsible for accurate source information and approved commercial intent. The receiving operator records physical reality, while the platform preserves identity, evidence and workflow state.
Not every item needs every data point at the same stage. Requirements should follow the selected custody, catalogue and commercial route.
The exact receiving path depends on the selected operating model, inventory type, service scope and whether the item is being stored only or prepared for rental, sale or another commercial route.
No. Package/container QR can be used where it improves custody and repeated handling, but it can remain optional for approved client-managed or simpler receiving workflows.
Item-level identity is especially important for inventory that needs ongoing custody, movement, rental, sale or subscription tracking. The exact requirement follows the configured operating model and inventory type.
The workflow can support phone camera scanning, scanner/gun input and manual code entry so repeated item intake is not dependent on one device type.
The intake interface should minimise navigation: process the current code, confirm the result, return focus to the scan field and keep previous progress visible without forcing a full page reset.
Not necessarily. Rich item imagery is most important where rental, sale, subscription or catalogue workflows require it. Storage-only inventory can use the lighter capture path approved for that client.
AI can assist with colour, attributes, descriptions and measurement interpretation where selected, but the result should remain reviewable. Measurements in particular should use an approved capture method and allow manual correction.
Not necessarily. The permanent custody identity can remain the authoritative physical record while destination-specific SKU or QR references are linked separately for each marketplace or commerce channel.
The difference should remain as a visible discrepancy with evidence and an approved resolution path rather than changing the expected quantity simply to make the inbound appear complete.
No. Digitisation creates the required custody and digital record. Catalogue approval, condition readiness, commercial eligibility, destination publication and availability remain later controlled states.
The next How It Works stage is Store and Control, where the item is assigned to the approved physical location structure and ongoing custody, movement and availability are controlled.
Keep high-volume intake fast while preserving package evidence, custody identity, images, measurements, attributes, AI review, exceptions and the approved next route into storage or further preparation.
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