Equipment to include in your project brief
| Category | Examples and details |
|---|---|
| Business computers | Laptops, desktops, workstations, thin clients; note locks and missing adapters |
| Infrastructure | Servers, storage arrays, switches, routers, racks; identify embedded media |
| Data-bearing media | HDDs, SSDs, tapes, removable storage; include counts and handling requirements |
| Mobile equipment | Phones and tablets; identify ownership, enrollment, and activation locks |
| Peripherals | Displays, printers, docking stations, cables, and AV equipment |
Discuss these before packing or arranging transport
- Batteries, UPS systems, damaged devices, and swollen or leaking batteries
- CRT displays, refrigerant-bearing equipment, and unknown materials
- Very heavy equipment, energized infrastructure, or fixed installations
- Mixed facility scrap, residential material, and items outside business IT equipment
- Equipment subject to a retention hold or unclear ownership
Do not ship or drop off material without confirmation. For potentially hazardous conditions, use your site’s safety procedures and obtain appropriate handling instructions.
Prepare a useful inventory
Start with category, count, model, location, and known condition. Add asset tags and serials if available. Keep passwords, encryption keys, user files, and unnecessary personal information out of the list.
Separate “expected” from “physically counted.” Flag unknown devices instead of guessing. Our laptop retirement checklist covers inventory, approvals, locks, and reconciliation.
Make the handover clear
- Identify who can authorize release and sign the collection record.
- Agree on packing and lifting responsibilities.
- Confirm loading access, freight-elevator bookings, and building documentation.
- Keep equipment in a controlled location pending handover.
- Retain the signed manifest and track any discrepancies.
Have the outline, but not every answer?
Start with the equipment, a rough count, and the collection city. Add the questions you want to discuss.
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