Create a controlled intake workflow for a gold item that appears suspicious. Record observations and evidence references while keeping the distinction between a concern, a test result and a confirmed authentication decision.
A suspicious item should be documented objectively. Record what was claimed, what was observed and which tests or documents actually exist. Avoid changing “suspicious” into “counterfeit” until an appropriate examination supports that conclusion.
Where a material dispute could arise, note who received the item, its recorded condition and what information was available at each stage. This helps separate the original observation from later conclusions.
Follow your organization's controlled-hold or quarantine procedure where applicable rather than returning an unresolved item to ordinary inventory.
Yes. Document the customer's stated information separately from the shop's observations and test evidence.