PURPOSE

This procedure outlines the steps required for the check-in and review of equipment when returned to the Information Systems department.



BACKGROUND

Equipment which is returned or unassigned after being assigned to end-users or otherwise deployed in service must be reviewed to determine if the equipment should be re-deployed. The Equipment should be evaluated taking the age, condition, and other unknown factors of its service life.


This procedure must be completed before a device may be re-issued for use.



PROCEDURE

Compliance with this procedure should be documented using Returned Computer Checklist which is included as attachment 7.1 of this document.


  1. Archive User Data
    • Create a new folder for the user on the Profile Archive (\\ldmkrepository.file.core.windows.net\profiles)

    • Copy the folders from the user's local account profile to the new Profile Archive folder.
      • Desktop
      • Documents
      • Pictures
      • Videos
      • Downloads

    • Copy any other folder which may contain company information and copy to archive as appropriate (OneDrive, SharePoint, DropBox, Box, ShareFile, etc).

    • Check the root of the partitions of all drives for rogue storage folders and copy to archive as appropriate.

    • Adjust security on archived data to restrict access.
      • By default, only the Workstation Administrators security group should have access to this data.
      • Allow additional access per manager discretion.

  2. Release BlueBeam Revu License from within Application

  3. Evaluate and Process Hardware
    • Complete attached RETURNED COMPUTER CHECKLIST and keep with unit.

    • Review hardware and determine if unit should be available for reissue, marked for IT use only, or retired / recycled.
      • Review all plastics and casings for cracks and other damage.
      • Review all USB, video, and other ports for damage. Look for bent pins, broken plastics, switches, buttons, keyboard issues, loose connections.
      • Review LCD screen for physical damage, bad pixels, vertical image lines, or other distortions while operating.
      • Review touchpad surface and buttons, track-stick cover and buttons.
      • Review overall condition of unit for signs of abuse.
      • Confirm Service Tag and Asset Tag labels on bottom of machine are readable. Create and install a label for either if unreadable.
      • Remove battery and check for swelling.
      • Determine battery run-time and if replacement is need. 
      • Remove bottom cover and clean all fans / vents.
      • Remove SATA M2 SSD cradle (Latitude 7440 only)
      • Notate all issues on checklist.

    • Equipment may be retired due to age, condition (excessive breakage or worn parts which are cost prohibitive to repair), or direction.
      • All device retirements must be approved by the IT Asset Manager.
      • If approved, devices should be retired and removed from all systems according to procedure: LDMK SOP 09.01.15 - Retiring Company Owned Assets.

    • Equipment to be re-issued should be repaired / prepared before placing into inventory.
      • Upgrade to minimum of 8GB RAM

      • Upgrade to storage based on anticipated future use…
        • >= 256GB SSD for all other roles
        • SSD must not be installed in a SATA / M2 conversion caddy

      • Blow out / clean dust form all fans, ports, and under bottom plate/cover.

      • Physically wipe down and clean device.

      • Initiate any other repairs or parts replacements as required.

    • Update all logs, systems, place in storage
      • Update FreshService CMDB with correct Used By, Location, and Asset State values.
      • Log onto the ScreenConnect portal and Reinstall the client on the device.
      • Move device to storage for future use.
        • Devices in Fort Worth should be placed in the IT Technician Office.
        • Devices in Burlington should be placed in the File / Server Room.