Purpose
The purpose is to create effective asset management essential to the continuity, development, and growth of eOne Solutions, to confirm that capital expenditure by the eOne Solutions is planned, evaluated, authorized, implemented, monitored, and reported systematically to meet the objective of best practice.
Scope
This policy applies to all employees, contractors, subcontractors, consultants, temporaries, guests, and any third party that uses eOne Solutions information assets or information resources and services.
Policy
- All critical assets used for eOne Solutions are reviewed annually in the eOne Solutions Critical Asset Registry.
Asset Types
- Devices assigned to employees:
- HHD
- SSD
- Laptop
- Monitor
- Office devices:
- Network Adapter
- Network Attached Storage
- Printer
- Router
- Firewall
- Server
- Speaker
- Switch
- TV
- Headphones
Asset Tracking Requirements
The current state of corporate assets are tracked. The assets are assigned directly to the employee. The description of the asset varies according to the value of the asset and its usage history.
- Asset name
- Asset ID
- Asset type (labeling)
- Model
- Assignee
- More detailed characteristics (RAM, SSD, processor) – for laptops only
- Purchasing cost
Asset Fixing
In case of any device (laptop, printer, smartphone, etc.) malfunctions immediately report to both your Asset Manager and/or Office Manager (if applicable) and your Direct Manager. The Asset Manager will investigate and determine the appropriate action to rectify the issue. While the Direct Manager will ensure minimal disruption to work. Prompt reporting of issues will minimize potential productivity impact.
The Asset Manager is accountable for fixing assets in the company. It can be performed at the employee’s request or during regular asset reviews. When the broken asset is found, the Asset Manager approves this matter with the COO and brings it to the service center for repair.
Acquiring/Termination of corporate assets
Acquiring process
- The Head of HR or PM creates an issue in the Asset Management system indicating that new hires require a laptop and assigns this request to the Asset Manager. The Asset Manager determines the necessary characteristics for the laptop, such as SSD, preferred operating system, and RAM, based on the new employee’s role.
- Asset Manager prepares the laptop for a new hire:
- Performs formatting for a chosen laptop (if not done before).
- Checks the general state and enables full disk encryption.
- Installs the security package
- Assigns this appliance to the new hire in the Asset Management System
- Depending on the location of the employee requesting the asset, the shipment is directed to the office or directly to the employee’s workplace.
- Asset Manager confirms that the new employee has changed any passwords that were setup.
Termination process
- The Head of HR or PM creates an issue in the ticket system, assigns this request to the Asset Manager, and marks the last working day.
- The employee brings the laptop and any other appliance to the office on the last working day and checks it with the Asset Manager.
- The Asset Manager claims that the laptop and other assets are returned and confirms that in the Asset Management Board.
- Asset Manager performs formatting for the returned laptop.
Asset Return
All employees are financially accountable for assigned assets. In case of unacceptable use of assets or other disciplinary violations, the employee must take responsibility for compensation.
Asset Disposal and Reuse
When disposing of any asset, sensitive data must be removed before disposal. The Asset Manager will determine what type of data destruction protocol should be used for the appropriate erasure.
Disciplinary actions
Employees who violate this policy may face disciplinary consequences in proportion to their violation. Management will determine how severe an employee’s offense is and take the appropriate action.
Change, Review, and Update
This policy shall be reviewed once every year unless the owner considers an earlier review necessary to ensure that the policy remains current. Changes to this policy shall be exclusively performed by the Information Security Manager and approved by the IT Committee.
Responsibility
This is the responsibility of the Information Security Manager to maintain and make sure everyone is aware of this policy.
Revisions
- 19 September 2024
- This policy will be reviewed for continued completeness, relevance, and accuracy at yearly intervals or less.
Need to contact us?
If there are any questions regarding this Asset Managment Policy, you may contact us using the information below.
4170 41st Avenue South, Suite 101
Fargo, ND 58104
USA
+1 888-319-3663