Issuing Laptop to Employees

Department: Tool Department 

Topic: Tool Crib 

Process: Issuing Laptop to Employee 

Objective 

This outlines the steps involved in issuing laptops to employees for work-related purposes, ensuring that all necessary policies are followed for equipment distribution, security, and tracking.  

Background 

In the event you are issued a laptop, the device should be used for company business only. All company devices must remain in the protective case provided by the company. If the employees company device becomes damaged, the company will repair it once in a two-year period. If the employees company device becomes damaged a second time in a two-year period, the repair costs will be charged to the employee.   

Company issued devices, including accessories such as charging cables are company property, and the company retains the rights to change, modify, monitor, or revoke the physical device, accessories, software, or data at its discretion.  

Things to Consider 

The company periodically monitors and randomly inspects computer files, electronic messaging and internet/ intranet activity without notice.  

Employees have no expectation of privacy and no right to privacy in anything they create, store, send, receive or install using the company’s computer equipment. 

Such inspection extends to all internal and external mail, messages, electronic correspondence, electronic bulletin board accounts, national electronic messaging service accounts and any other correspondence service that is paid for or subsidized by the company.  

Issuing Laptop to Employee 

• New Hires 

• New employees that require a laptop for their role.  

• The HR department will notify the IT department of the new hire and the need for equipment.  

• Existing Employees 

• Employees who require a laptop due to a role change (promotion, transfer) or other circumstances (remote work, temporary project needs) must request approval from their department manager.  

Laptop Preparation and Configuration 

• Inventory and Setup  

• The IT Department will: 

• Check the inventory to ensure the requested laptop is available 

• Install required software, including operating systems, security tools (antivirus, encryption), and company-specific applications. 

• Configure network settings and ensure the laptop is connected to the company’s VPN (if applicable). 

• Perform security checks to ensure the laptop is secure and compliant with organizational policies.  

• Asset Tagging and Documentation 

• The Tool Department will assign an asset tool number or serial number to the laptop and update the company’s asset management system with: 

• Employee’s name 

• Date of issue 

• Laptop serial number/asset tool number 

• Condition (any pre-existing damages or issues) 

• The employee is required to review and sign off on IT policies, including acceptable use, security guidelines, data protection, and laptop maintenance.  

• A copy of these policies will be provided to the employee for reference (Employee Manual). 

• Issuance of Laptop 

• Laptop Handover 

• The HR department will hand over the laptop to the employee, along with any necessary accessories (charger, mouse, laptop bag). During the handover, the following steps will be performed: 

• The laptop will be demonstrated to the employee, including initial login, basic setup, and any special configurations.  

• Training (If necessary) 

• If the employee is unfamiliar with the company’s, IT tools or systems, brief training may be provided to ensure they are equipped to use the laptop effectively.  

• Laptop Usage and Care 

• Security and Data Protection 

• IT will set up password for employees’ laptop 

• Password should not be changed at any time.  

• Keep the laptop secure, especially when working in public places. 

• Never leave the laptop unattended in unsecured locations.  

• Follow company policies on handling confidential data and information security. 

• Software and Updates 

• Keep all software up to date, including operating system patches and antivirus software 

• Install software updates or allow IT to perform updates periodically. 

• Reporting Issues or Damage 

• Employees must report any issues with the laptop (hardware malfunctions, software problems, physical damage) to the IT department immediately for troubleshooting or repair.