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


  1. Evaluate and Process Hardware

    • 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 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.
      • Determine battery run-time and if replacement is need.

    • 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.
      • Physically wipe down and clean device.

      • Initiate any other repairs or parts replacements as required.

  2. Review equipment naming and rename / install asset tag if device was previously inventoried using alternative naming. This is common for docking stations, monitors, printers, scanners.
        
  3. Update all logs, systems, place in storage
    • Determine Asset Tag state of device and update if needed.
      • Apply tag and update Asset Tag in system if device was originally inventoried through alternate naming.

    • Update FreshService CMDB with correct Used By, Location, and Asset State values.
      • Asset Stae should be RESERVED if the employee position will be backfilled.

      • A note should be added to the Description field indicating who returned the equipment, and to hold for 90 days. Include the release date.

    • 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.