When an employee leaves, removing their access from company systems usually follows a clear process and is done quite quickly. However, getting all their devices back can take more time and effort. Even though the process looks clear on paper, things don’t always go as planned. A laptop might be left at the office without anyone knowing it has been returned, or an old monitor might be forgotten completely.
Issues in the return process can end up taking extra time, increasing costs and creating data security concerns. Here are a few things to consider when planning IT device offboarding.
Start by knowing which devices need to be returned
Knowing which devices an employee has is critical to the return process. It is also the starting point. Without up-to-date information, it is quite common that the IT team collects only some of the devices the employee has. For example, IT may collect their current laptop and phone but miss a loan device or a monitor used at home.
Without proper IT asset management (ITAM) software, putting together a full device list can take time. If you rely only on Intune or keep your device inventory in Excel, you might need to check several spreadsheets, search old emails and ask the employee or their manager which devices they still have.
The less time spent putting the device list together, the sooner return instructions can be sent. This gives the employee more time to find all their devices and arrange the return before their last day.
Automate return instructions and reminders
The device return process is one of those things in IT asset management that is worth automating. The same tasks need to be done each time someone leaves. IT needs to get the device list, send instructions, follow up on missing devices and update the records. Doing this manually takes time, and steps can easily be forgotten in a hurry.
For example, the return process can be started automatically when an employee’s leaving date is added to the HR system. ITAM software can then notify the IT team, the manager and the employee. The automation itself does not need to be that complex. Basically, the automation ensures that everyone gets the information as soon as possible and knows what needs to be done in their role.
Automation can also help follow up on missing devices. Reminders are sent as long as there are devices that have not been returned by the agreed date. Once someone confirms a device has been received, the automation can also update the device status and remove the employee as its current user. No manual effort is needed here either.
Keep proof of data erasure for future audits
A returned laptop often contains different work files and other company information. Before it is given to another user, returned to a leasing company or recycled, that data needs to be removed.
Keeping proof of data erasure is sometimes forgotten, so a device may have been wiped without any record or certificate to confirm it. Whether internal IT or a partner does the work, proof should be collected and saved, for example, with the device’s details in your ITAM solution.
This gives IT proof that the device was wiped before it was passed on. If the information is needed later, for example during an ISO 27001 audit, it is also easier to find.
Important:
If you use Intune to wipe a laptop remotely, the device needs to be powered on and connected to the internet to receive the command. If an employee switches it off and leaves it in a drawer, company data can remain on it even after IT has sent the wipe request. Always check that the wipe has completed before marking the device as cleared of company data.
When can the return be marked as complete?
The return should only be marked as complete once all agreed devices have been received and any devices containing company data have been wiped. The device records should also be up to date and the next steps agreed on.
Often, the return is closed as soon as the devices are back, even though the records still need updating or nobody has decided what to do with them. Over time, there is a risk that some devices fall out of the normal process. They are no longer with an employee, but they are not listed as available or waiting for a specific action either.
This is why the return cannot be marked as complete just because the devices are back at the office. Before it is closed, each device needs a clear status, an updated location and someone responsible for the next step.
Manage device returns easily with IDR
With IDR, a device return process can start when an employee resigns. IT can check which devices are assigned to the employee and use automation to send return instructions and reminders. As devices are received, their records can be updated to show their current status and location.
The decision on what happens next can also be made in IDR, whether the device will be used by another employee, returned to a leasing company or recycled. IDR also connects the return process with partners. Data erasure certificates from recycling partners can be stored in IDR and linked to devices by serial number. IT can then find the device details, return information and proof of erasure in the same place.
If you want to see how IDR works in practice, you can book a demo here.