Where is POD Used? Delivery Touchpoints and Storage Locations

Introduction

Proof of Delivery (POD) is not a single document in a single place: it is captured, stored, and referenced across multiple locations in the logistics network. Knowing where PODs are created and where they are kept helps businesses design robust workflows, satisfy regulatory needs, and speed claims resolution. This beginner-friendly guide explains typical capture points, storage locations, and practical considerations for accessibility and retention.

Common capture points for POD

• Delivery point (customer premises) - The most common location where the consignee or their representative signs and accepts the goods. This could be a loading dock, reception desk, retail store, or a residential doorstep.
• Carrier vehicle or driver device - Drivers often use paper manifests or mobile devices to capture signatures, photos, and timestamps directly at the point of delivery.
• Warehouse or cross-dock - For shipments that move through warehouses, PODs may be captured during inbound receiving, outbound loading, or cross-docking handoffs between carriers and warehouse operators.
• Carrier terminals and hubs - When custody moves between carriers or modes, terminal staff may generate PODs for the handoff, especially for LTL or intermodal transport.
• Pickup locations and agent counters - When consignees pick up freight from a carrier facility, the POD is captured at the pickup point when identity is verified.

Where PODs are stored and accessed

• Carrier systems - Carriers maintain POD records in their TMS or customer portals. These are the primary sources for proof when billing or dispute inquiries arise.
• Shipper or consignee systems - Companies often store PODs in their own TMS, WMS, ERP, or document management systems for reconciliation, invoicing, and internal audit.
• 3PL and marketplace platforms - Third-party logistics providers and online marketplaces store PODs as part of the service package, accessible via client dashboards.
• Cloud storage - ePODs and scanned paper PODs are frequently stored in cloud repositories for redundancy and ease of sharing between stakeholders.
• Paper archives - Some organizations keep physical PODs for regulatory or internal policy reasons. These are often archived offsite if retained long term.

Why capture location matters

Location affects the strength of a POD. A signature captured at the consignee's reception desk with ID verification and a timestamp is stronger than an unattended doorstep photo for high-value goods. For cross-border shipments, signatures captured at bonded warehouses or customs points can be essential to demonstrate legal custody.

Technology and touchpoints

• Mobile ePOD apps - Drivers capture delivery confirmation, signatures, and photos at the point of delivery, then sync to central systems.
• Scanners and RFID gates - Automated scans at warehouse gates and terminals can generate delivery confirmation events without manual signatures for certain B2B handoffs.
• Customer portals and email confirmations - Some deliveries require the consignee to confirm receipt via a portal or email link, which becomes the POD event.
• Parcel lockers and pickup points - Locker systems record PODs when a recipient uses a code or app to retrieve parcels, storing the event in the locker operator's system.

Retention and access considerations

How long to store PODs varies by industry, contract, and regulatory requirements. Typical retention ranges from one year to several years for high-value or regulated goods. Key considerations include:

• Regulatory compliance - Some sectors require longer retention for audits and traceability.
• Claims and warranty periods - Retain PODs at least until warranties and insurance claim windows have expired.
• Data security and privacy - Protect POD data, especially images and signatures, in accordance with privacy laws and company policy.

Practical workflow example

Consider a consumer electronics shipper. The process may look like this: driver captures ePOD at the doorstep with signature and photo; data syncs to the carrier portal and to the shipper's TMS; the shipper's billing system uses the POD timestamp to mark the shipment delivered and trigger final invoicing; the POD is archived in cloud storage for two years to support any warranty claims.

Best practices

• Centralize access: Ensure carriers, shippers, and 3PLs can share POD records through integrated systems or common portals.
• Standardize formats: Use consistent data fields and file types for PODs to simplify automated reconciliation.
• Secure storage: Encrypt POD records and control access based on role to protect signatures and personal data.
• Define retention policies: Match retention to legal and business needs and document policies for audits.

Conclusion

PODs are captured where custody changes and stored where stakeholders can access them: at delivery points, in driver devices, in carrier and shipper systems, and in cloud archives. Designing clear capture and storage practices reduces disputes, improves invoicing accuracy, and strengthens operational visibility across the supply chain.