Returning Laptop from Employee

Department: Tool Department  

Topic: Tool Crib 

Process: Returning Laptop from Employee 

Objective 

The process for the return of laptops from employees, ensuring that the equipment is properly recovered, data is secured, and asset management records are updated. This process applies when an employee leaves the company, transitions to another role, or when a laptop is replaced or upgraded.  

Background 

To al employees who are returning laptops, whether due to resignation, termination, role change, or end of project. It covers the collection of the laptop, data wiping, and the update of company records. 

Procedure: 

• Notification of laptop Return 

• Offboarding Notification: 

• When an employee leaves the company, HR will inform the IT department of the employee’s departure or transition at least two weeks before the laptop return date, if possible.  

• Checklist will be initiated by HR, detailing the equipment the employee needs to return (laptop, charger, docking station, etc.). 

• Laptop Collection 

• Employee Preparation: 

• The employee is instructed to gather all laptop-related accessories and ensure the laptop is in good condition. This includes the laptop, power cable, docking station, external devices, and any other external device that connects to a computer to expand its capabilities. 

• Return Process: 

• On the designated return date, the employee will hand over the laptop and accessories/passwords to the IT department or designated asset management team. 

• Data Wiping and Security 

• Data Backup and Security Check: 

• IT will perform a data back of any company files or work-related data stored on the laptop (if needed). 

• IT ensures that all company data is securely wiped from the laptop following company data destruction policies, using approved tools for data erasure to meet security and privacy standards. 

• Asset Management Update 

• Inventory Update: 

• Tool department updates the asset management system to reflect the return of the laptop, including its condition, serial number, and any repair or maintenance details 

• The laptop status in the asset management database will be marked as returned and available for reassignment or disposal.