To ensure a successful implementation, it's recommended to have your current Lost and Found process thoroughly documented. Experience shows that well-documented processes are easier to modify and improve. This documentation will be the first step, keeping the following four key components in mind.

The internal workflow is divided into four main components:

These four components are specified below with corresponding actions to be taken:
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Update the current registration workflow to incorporate the new functionalities that iLost offers. To ensure a successful implementation, several key questions need to be addressed. These questions include:

​1.1 By which department (location)(or by whom) are the found items registered?
​​Assign the appropriate responsibilities to the relevant departments. Clearly define which department and employees will be responsible for registering found items.
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1.2 When to register items?
Determine when found items should be registered, considering the time frame between discovering an item and reporting it. It is recommended to keep this time frame as short as possible to improve the chances of matching lost items with their owners.
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1.3 Are certain items not registered?
Not all found items may need to be registered. Clearly specify which items should not be reported, such as certain ID cards, perishable food, or items that are too damaged.
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1.4 Are seal bags being used?
Valuable items can be placed in seal bags for added security. If specific items require sealing, ensure a formal process is in place to determine which items are sealed. This method helps reduce the risk of employee fraud in the handling of found items.
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1.5 Which devices?
​To register items on iLost, it is recommended to use a mobile device such as a smartphone or tablet equipped with a camera for capturing photos of items. Here's an overview of the system requirements:
Web Application Mobile Devices: Latest versions of popular browsers including Google Chrome, Safari, Firefox etc. iOS 15 or newer using Safari / Android 12 or newer using Google Chrome

Many organizations add the iLost web application as a home screen shortcut on smartphones or tablets, eliminating the need for manual updates as the application updates automatically. Ensure a stable internet connection on devices before using iLost. If a stable Wi-Fi connection is unavailable, devices should have access to a 4G connection for optimal user experience. Using a mobile device with a camera is strongly recommended for registering found items. If your PC or laptop is equipped with a camera or webcam, you can also upload images directly.
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To ensure a successful implementation and take full advantage of iLost's new functionalities, it may be necessary to adjust the current workflow for the incoming claim process. Consider the following key questions:

2.1 Which department (or employees) is responding to incoming item requests?
Customers have 24/7 access to all found items and can submit item claims or fill out a lost item form at any time. Please specify which department and employees will handle the incoming requests, and establish a first response time for addressing these claims. This can be the same department and staff responsible for registering found items.
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2.2 How do we help customers of age without internet | PC?
​Some customers may not have internet access or a PC, making it difficult for them to reach the iLost website. Outline how these individuals can obtain more information about their lost items. Additionally, ensure that printed materials about the process are available so that relatives can assist.
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The current logistic handling may need adjustments to accommodate iLost's new functionalities. To ensure a successful implementation, consider the following questions
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3.1 Pick-Up Locations for Customers
Identify and designate accessible locations where customers can collect their found items. Ensure these locations are convenient for customers, and provide clear pick-up instructions if needed, including defined opening hours. You can add these settings in your iLost account under company settings.
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3.2 Receipt Signing Upon Collection
If a signed handover receipt is required when customers collect their items, ensure this step is clearly outlined in the pick-up process.
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3.3 Storage of Handover Receipts
When signatures are necessary, establish a procedure for storing signed handover receipts. Define how long these records must be kept and whether they should be stored in physical or digital format.
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3.4 Delivery Process
For customers opting for delivery, ensure items are securely packaged with adequate shipping materials. Maintain a system to keep shipping supplies in stock. Please refer to the article "3. Information about the Item Return Process" for detailed instructions on how to proceed.
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3.5 Printing Requirements
A printer must be available and connected to a PC, smartphone, or tablet with internet access for printing handover receipts or shipping labels.
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The current item storage workflow may need adjustments to align with iLost's functionalities. To ensure successful implementation, several key questions must be addressed:
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4.1 Where are the found items stored?
​- Clearly define the storage location for all found items. A well-organized process is essential so that customers know exactly where to retrieve their items, and couriers can easily locate packed items for delivery.
- iLost recommends organizing stored items by type or size. For example, group similar items such as keys, phones, and wallets together. If you have a large volume of items, consider using storage bins with weeknumbers to keep everything organized.
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4.2 What is the storage period for found items?
It's essential to understand the legal requirements for how long your organization must retain found items, as retention periods differ by country or state. iLost can configure a specific retention period for each item type. Be sure to provide your retention periods to your iLost Account Manager or iLost Partner Support. For more information, please see the following article ''4. Information about the item Archive Process''.