IT Equipment and Asset Management

Last Updated: August 2025
Audience: All City employees

Your IT Assets

Every employee is assigned IT equipment to perform their duties. You are responsible for the care and security of these assets.

Common Assets Include:

• Desktop or laptop computer
• Monitor(s)
• Keyboard and mouse
• Mobile devices (if applicable)
• Specialized equipment (radios, scanners, etc.)

Finding Your Asset Tag

All IT equipment has an asset tag (e.g., LA-1001, PH-2001):

• Laptops: Bottom of device or under battery
• Desktops: Side or back panel
• Monitors: Back panel
• Mobile devices: Settings → About → Asset Tag

Important: Include your asset tag when reporting issues for faster resolution.

Requesting New Equipment

Process:

1. Submit request through IT Support Portal
2. Select "Request" → "New hardware"
3. Provide:
   • Business justification
   • Manager's email for approval
   • Specific requirements
   • Target date needed

Approval Required For:

• Laptop replacements
• Additional monitors
• Mobile devices
• Specialized software
• Peripherals over $100

Equipment Issues

Report Immediately:

• Physical damage
• Lost or stolen devices
• Unusual performance issues
• Security warnings
• Overheating

For Hardware Issues:

1. Note the asset tag
2. Document error messages
3. Submit incident ticket
4. Mark appropriate urgency

Returning Equipment

When Leaving Employment:

1. IT will schedule equipment return
2. Bring all assigned items:
   • Computer and power cord
   • Mobile devices and chargers
   • Access badges
   • Any peripherals
3. Obtain receipt confirmation

For Replacements:

• Old equipment must be returned when receiving new
• Data will be transferred by IT
• Personal files should be backed up first

Best Practices

DO:

• Keep equipment in secure locations
• Report issues promptly
• Use city equipment for work only
• Keep asset tags visible
• Clean equipment regularly

DON'T:

• Install unauthorized software
• Remove asset tags
• Attempt hardware repairs
• Share equipment without authorization
• Take equipment home without approval

Lost or Stolen Equipment

Immediate Actions:

1. Contact IT immediately: [phone]
2. File police report if stolen
3. Submit incident ticket with:
   • Last known location
   • Time discovered missing
   • Circumstances
   • Police report number

Questions?

Contact IT Support:

• Submit ticket: IT Support Portal
• Call: [phone] or ext. 5555
• Email: [e-mail]

Department heads can request asset reports for their teams through the IT Support Portal.