Businesses with large IT asset portfolios need robust policies and procedures to ensure that expensive equipment is returned when an employee leaves the organisation.

Issuing and managing mobile devices to your field based staff is reliant upon having adequate asset managementprocesses in place to enable effective tracking of your inventory. Central to the concerns of retrieving your IT assets after an employee leaves your business is not just the cost of the device but the security of the information stored on it too. In order to ensure that your organisation is able to issue, manage and retrieve assets efficiently, you need to put in place policies, processes and systems.

Joining, moving and retrieval policy 

Establishing a 'joining, moving and retrieval policy' aids due diligence and reinforces data security. When setting out your policy you need to establish the key objectives. IT assets can move and change hands for a number of reasons, namely: through people joining your business as a new employee and inheriting an asset; through people moving department within your business or requiring a change in the device that they use; or through people leaving your employment. For most organisations, the objectives of your policy should be as follows:

  • Primary objective: Ensure that the ownership status of an asset is established as soon as it is issued, moved or retrieved
  • Secondary objective: Include a procedure for when an asset is lost or stolen
  • Secondary objective: Make staff members accountable for assets issued to them
  • Secondary objective: Ensure that assets are retrieved when an employee leaves your organisation.


Having a clearly defined policy with equally clear objectives will enable you to impose accountability for your assets and ensure they are tracked and managed efficiently.

Put in place procedures and rules regarding assets

Your employees need to be aware of company policy on assets from the moment they join your business. It's imperative that each asset and the information it stores are protected at all times. Procedures for helping achieve this include:

  • Referring to your 'joining, moving and retrieval' policy in the offer letter for new employees and ensuring from the outset that they understand their responsibilities regarding company property
  • Establishing a set period of time for returning company property when requested, ideally this should be set at around 24 to 48 hours
  • Establishing consequences for not returning assets upon request, for example, through withholding pay or reporting theft of company property when not returned in the specified time frame
  • Ensuring that employees sign a declaration of receipt and acceptance of responsibility regarding the asset issued to them
  • Ensuring IT line managers regularly check the status and whereabouts of assets
  • Ensuring the employee signs a declaration upon resignation, with a handover form signed when returning equipment.

Use asset management software to streamline your systems

Finally, issuing, managing and retrieving IT assets can be streamlined by having robust systems in place. At TEK Express our field asset management solution enables businesses employing large teams of mobile staff to efficiently track, monitor and manage large IT asset portfolios. With our solution, you will get a real-time understanding of the status of your assets and their whereabouts.

Find out more by contacting our friendly business development team today. Call us on 01293 7100 20.