IT Equipment Retrieval Process
Nobis IT Department Equipment Retrieval Process
Employees with company-issued equipment such as a laptop or peripherals will need to return the assets upon exiting the company. Assets that were preapproved based on the job title require the asset to be returned to that job position when the employee offboards. Each hospital will be tasked with the retrieval process.
Designate a retrieval person
Each hospital should have a designated person(s) to retrieve equipment. It should be someone who can collect the asset and secure it, such as HR, CEO, or any delegated position. The IT department will keep a record of the designated person at each hospital to be the retrieval person(s).
IT offboarding
When the IT department receives an employee offboarding, we look at their account to see if an asset(s) was assigned. The IT person who is offboarding will send an IT Equipment Retrieval Checklist link to the designated person on-site through the ticketing system. The printable checklist is also available from the Solutions found in the ticketing system here: https://nobis.freshservice.com/a/solutions/articles/16000057979
The checklist should be filled out and kept with the laptop so there is no confusion about where it belongs.
Equipment security and acknowledgment
The IT department automatically disables the laptop if the replacement isn’t already there. This prevents other employees from logging in. This is a security measure to help prevent employees or departments from borrowing it without permission. The checklist is for the hospital's use. We’ll want a response that the equipment has been retrieved (e.g., laptop and power supply retrieved.) The most common item that isn’t retrieved is the power supply.
If equipment is found to be missing and requires replacement, please respond to the offboarding ticket that it needs to be replaced or create an incident the missing equipment needs to be purchased.