Give uncertainty a visible field
For a cupboard note last checked two years ago, ask “Show me the last known location and what we should check.” If someone confirms the new location, update the record and date that observation. Keep the old location only when its history is useful. Record what is known, when it was observed and who can verify it. “Spare fan last seen in hall cupboard in May” can be useful even when it is not a current location.
Ask for a verification plan
A bounded request is “Show the last known location and the next person to ask. Do not change the location until someone checks.” Use technical permissions consistent with that request. If a person reports a new location, record whether they saw it themselves or heard it from someone else.
Keep the history proportionate
For a routine item, replace the current location once confirmed. Retain older locations only if there is a reason, such as tracking a loan. If two records disagree, identify which one the assistant used and retire the obsolete active entry. Repeating the latest guess in several notes creates apparent agreement without better evidence.