01
Paper Sign-Out
Ledgers and whiteboards standing in for a custody record.
Lockera Industries · Institutional
Compliance Is a Record, Not a Cupboard.
Hospitals and campuses both run around the clock with populations that turn over by shift and by timetable, and both have to prove who held a device, a specimen or a key at any given moment. A locked cupboard and a sign-out sheet cannot do that. Lockera writes the record as the door closes.
One system for clinical equipment, shared devices, controlled items, keys and student lockers.
Built for
- Hospitals & Clinics
- Universities & Colleges
- Schools
- Diagnostic & Research Labs
A Sign-Out Sheet Is Not an Audit Trail.
Wards and campuses issue equipment, devices, keys and consumables continuously, to people who change with every shift and every timetable. What comes back is recorded on paper, if at all — and that record is the first thing an inspector asks for.
02
Equipment That Walks
Pumps, laptops and instruments missing at the moment they are needed.
03
Shift and Timetable Churn
Populations that change entirely several times a day.
04
Controlled Items
Medication, reagents and keys needing provable, restricted access.
05
Out-of-Hours Demand
Night shifts and late study with no store open.
06
Audit Exposure
Inspection arriving with no defensible chain of custody.
The knock-on effect
How one missing record turns into a cost across the whole institution.
- 01Paper sign-out
- A record nobody can rely on
- 02Equipment issued by hand
- Staff time away from patients and students
- 03Access tied to who is on duty
- Nothing issued out of hours
- 04No return enforcement
- Devices missing when clinically needed
- 05No custody trail
- Findings at inspection
5 challenges · 5 operational costs · 1 missing record behind all of them
One System. Every Controlled Handover.
Lockera is more than a storage cabinet. It is an auditable custody layer for everything a hospital or a campus issues and expects back — on every shift, at every hour.
Use case 01
Clinical Equipment Issue
Pumps, monitors and diagnostic devices issued against a staff ID.
Use case 02
Student & Staff Lockers
Day-use or assigned storage tied to enrolment and employment.
Use case 03
Shared Device Pools
Laptops, tablets and field kit drawn and returned by the hour.
Use case 04
Controlled-Item Access
Restricted compartments with dual authorisation where required.
Use case 05
Specimen & Sample Handover
Timed, temperature-aware transfer between departments.
Use case 06
Keys & Access Cards
Ward, lab and facility keys with a name against every issue.
A Cupboard and a Sign-Out Sheet vs. Lockera
| Measure | Cupboard and sign-out sheet | Lockera auditable custody |
|---|---|---|
| Custody record | A handwritten line | Identity, time and image |
| Availability | When the store is staffed | Every shift, around the clock |
| Returns | Chased from memory | Enforced with overdue alerts |
| Restricted items | A second key holder | Role-based, dual authorisation |
| Access rights | Updated by hand | Follow employment and enrolment |
| Audit evidence | Reconstructed afterwards | Exportable on demand |
| Locating an item | Ask around the ward | Held by, and since, on screen |
| Out-of-hours | Nothing issued | Fully self-service |
Hardware, Cloud Software and Identity.
Lockera is a complete hardware, cloud software and identity stack, engineered for institutions that have to prove where every item has been.
Layer 01
Clinical and Campus Hardware
Modular steel lockbanks with electronic solenoids, touchscreens, ID and RFID readers, cameras and battery backup, specified for wards, corridors, labs and campus buildings, including temperature-controlled compartments.
Layer 02
Cloud Compliance Dashboard
Custody per item, issue and return logs, overdue and expiry alerts, restricted-access reporting, and an exportable audit trail scoped by department, ward or faculty.
Layer 03
Identity Integration
Staff ID, student card, RFID and PIN access, with APIs into HRIS, student information systems and asset registers so rights follow employment and enrolment automatically.
What the institution gains
- A record behind every item — identity, timestamp and image, not a signature.
- Available on every shift — issue and return without a store being open.
- Rights that maintain themselves — access follows employment and enrolment.
- Restricted items properly restricted — role-based rules and dual authorisation.
- Audit evidence on demand — exported, not reconstructed after the request.
- Uninterrupted operation — battery backup and offline codes work through outages.
Provable Custody, on Every Shift.
Audit readiness, equipment availability, restricted access and staff time all trace back to one thing: whether the record is written as the item changes hands, or afterwards from memory.
01
Pass the Audit
Produce a chain of custody for any item on request.
02
Keep Equipment Findable
Know who holds each device, and since when.
03
Release Clinical and Teaching Time
Stop trained staff running an issue counter.
04
Serve Nights and Weekends
Self-service when no store is staffed.
05
Control Restricted Access
Role-based rules, dual authorisation, full logging.
06
Retire the Sign-Out Sheet
Replace paper with a record that holds up.
From a Single Ward to a Multi-Faculty Campus.
01
Hospitals & Clinics
Ward equipment, shared devices and controlled items.
02
Universities & Colleges
Student lockers, laptop pools and lab access.
03
Schools
Secure storage that follows enrolment, term by term.
04
Diagnostic & Research Labs
Instruments, reagents and specimen handover.
05
Medical & Teaching Hospitals
Clinical and academic demand on the same estate.
06
Residential Campuses
Hostel and residence storage alongside academic buildings.
Assess. Configure. Install. Go Live.
Department & Item Assessment
We map wards, faculties, item catalogues and shift and timetable patterns.
Configuration & Hardware Design
Compartment mix, placement, access roles and restricted-item rules.
Installation & Integration
Installation, ID enrolment, and integration with HRIS, SIS and asset registers.
Go Live
Clinicians, students and staff start issuing and returning immediately.
Why Institutions Are Retiring the Sign-Out Sheet.
- Make custody provable — identity, time and image on every item.
- Keep equipment in service — enforced returns instead of a search.
- Extend access to every shift — no dependency on a staffed store.
- Restrict what should be restricted — role-based access with dual authorisation.
- Reduce audit preparation — evidence exported rather than assembled.
- Run every department from one place — custody, alerts and utilisation in one dashboard.
Frequently Asked Questions
How is a custody record created?
At the moment a compartment opens and closes. Lockera writes the item, the person who authenticated, the timestamp and a camera capture to an append-only log. Nobody signs anything, and there is no step where the record depends on somebody remembering to write a line.
How do access rights stay current as staff and students change?
Rights are derived from your own systems rather than maintained separately. Lockera reads identity and entitlement from HRIS or the student information system, so a new clinician can draw equipment on their first shift, and a leaver or a student who has completed their course loses access without anyone updating a list.
Can we restrict certain compartments to specific roles?
Yes. Compartments carry role-based rules, so a given bank can hold general ward equipment that any nurse may draw alongside restricted compartments only a named role can open, with every attempt logged whether or not it succeeded.
Does it support dual authorisation for controlled items?
Yes. A compartment can require two authorised identities before it opens, with both recorded against the event. This is the usual arrangement for restricted items where a single person should not have unilateral access.
Can it handle specimens or temperature-sensitive items?
Temperature-controlled compartments hold samples, reagents and medication within a set range, with dwell alerts so an item is not left beyond its safe window, and the temperature record forms part of the same audit trail as the custody record.
Does Lockera integrate with our HRIS, student information system or asset register?
Lockera exposes APIs for identity, entitlement, custody and asset events. Issue and return can post against an asset register or a maintenance record, and joiner, leaver and enrolment changes flow through without a parallel list of locker users.
What does the audit export contain?
Every custody event for the period and scope you choose - department, ward, faculty, item class or individual - with identity, timestamp, compartment, image reference and, where relevant, the temperature record and the second authoriser. It is produced on demand rather than assembled after a request arrives.
Does it work out of hours when no store is staffed?
Yes, and this is often the main reason a department adopts it. Night shifts and late study are exactly when a staffed store is closed, and self-service issue and return with a full custody record removes the choice between waiting until morning and taking something unrecorded.
What happens during a power cut or network outage?
Each unit carries battery backup and an offline cache. Staff and students continue issuing and returning with offline codes through a full grid or connectivity failure, and the custody log reconciles once the unit is back online.