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1.        Purpose

Information technology related equipment should be properly management (e.g. re-used or disposed) once they reach they reach the end of their life-cycle, as otherwise piles of hardware unnecessarily take up office or storage space. The IT equipment management procedure addresses this issue by providing a guideline in the disposal and/or re-use of IT hardware.

2.        Scope

The IT equipment management procedure is applicable to all IT hardware that is registered by the IT department administrator on the IT (hardware) inventory list.

3.        Owner

Company, IT.

4.        Policy

In order to ensure proper execution of the IT equipment management procedure, the following guidelines must be taken into account.

  • The recommended guidelines for the replacement of IT equipment are as follows:
Equipment Economic life Technical life
PC (desktop) 3 4 (economic + 1)
Laptop 3 5 (economic + 2)
Servers 3 6 (economic + 3)
  • Working IT equipment is IT equipment that is still functional after the economic life. Depending on the type of equipment, the equipment life can be extended to a total life as defined in technical life. After the technical life, the equipment must be disposed, even though it may still be functional.
  • All IT non-working hardware require F&A approval before disposal.
  • All IT working hardware require PMT approval and F&A approval before disposal.
  • All IT working servers require IT manager approval and F&A approval.
  • Whether or not the hardware is working should be determined by IT department personnel with appropriate knowledge.
  • Disposal of hardware should be in line with F&A’s Fix Asset Disposal Policy.
  • Upon disposal, the IT inventory list must be updated to exclude the disposed item.

5.        Roles and Responsibilities

The IT equipment management procedure involves the following roles and corresponding responsibilities.

Role Responsibilities
IT Department
  • The IT department or IT personnel with the appropriate knowledge is responsible for checking and verifying whether or not the IT hardware can be classified as either working or non-working.
  • The IT department is responsible for keeping track of the IT inventory list, and especially checking for expired IT hardware.
  • The IT department is responsible for issuing an IT equipment disposal request using the IT Equipment Disposal Form (available from F&A).
  • The IT department is responsible for sending hardware that is approved for disposal to the warehouse for actual disposal.
  • The IT department is responsible for updating the IT inventory list upon disposal.
Site Operation Manager
  • The site operation manager is responsible for reviewing and (dis)approving working IT hardware (non-server) disposal requests.
IT Manager
  • The IT manager is responsible for reviewing and (dis)approving working server disposal requests.
  • The IT manager is responsible for suggesting alternative uses for working IT hardware of which disposal has been disapproved
F&A
  • F&A is responsible for reviewing and (dis)approving disposal requests (both non-working and working IT hardware).
Warehouse
  • The warehouse is responsible for the actual disposal of the IT equipment.

6.        Definition and Abbreviations

6.1.     Definitions

Working IT equipment:                       IT equipment that is still functional after expiration of the economic life (and therefore can be extended to last for the technical life).

Non-working IT equipment:                IT equipment that is not functional after expiration of the economic life.

6.2.    Abbreviations

N/A.

7.        Procedure details

7.1.    Procedure definition

All IT equipment that has expired (economic life) will be targeted for disposal by the IT department. To dispose the hardware, IT will raise a form obtained from F&A for the disposal of (IT) equipment, to which the following rules apply:

 

  • All IT non-working hardware require F&A approval before disposal.
  • All IT working hardware require PMT approval and F&A approval before disposal.
  • All IT working servers require IT manager approval and F&A approval.

If approved, the IT equipment can be send to the warehouse for pending disposal. If disapproved, the IT equipment will be redeployed to last for the technical life of the particular type of equipment, after which the item must be disposed.

7.2.    Procedure flow chart

TBD

8.        References

N/A.