General Auditing Guidelines

  • All equipment is to be audited with as much details as possible on the functionality of the unit, cosmetic condition and if the unit is missing parts, and what accessories they have.
  • Currently all memory and processors are to be left in all failed computers. (Laptops, Servers and Desktops.)
  • Audit notes must always be checked before an audit is started.
  • Asset Tags as well as other company tag must be removed on all equipment.
  • All Misc Items are to have a weight and all large items over 40 or 50 Lbs are to be weight.
  • Audits that mention Recycle only should have RC on the pid sticker before being audited.
  • All Recycle only audits are to have serial numbers removed for security.
  • Auditing Computers, Servers and Laptops.
    • All computers and server cases must be opened and checked for loose/additional hard drives.
    • All failed or fixable units are to have hard drives pull if they have them present and memory, processor and finger cards are to be left in the units.
    • Failed servers are to have all the drives removed and each additional drive is to be audited individually.
    • Broken cases, usb ports, bad capacitors no hard drives and no ram are to be failed automatically.
    • Laptops need to be checked from sim cards. They can be located at different places on the device as well as under the battery.
    • All computers are to have the CD-ROMs drives checked and any cds, floppies or other media removed. The notes field should have documentation that the media was removed.
    • All failed computers are to mention if ram and hard drives are present or not present.
    • On passed computers, document processor model in the notes and if any finger cards are present.
    • Passed computers and servers must mention number of processors, hard drive configuration and ram configuration on server that have 4gb sticks of ram or larger.
  • Auditing Monitors.
    • CRT monitors are considered focus material if passed or failed.
    • CRT are failed if they have any defects; Ghosting, bad picture, fuzzy picture, scratched screen or damaged case.
    • LCD monitors are to be powered on and check for broken screens. Broken units are focus material and sorted separately. A red X should be on the power check sticker
    • All monitors are to be documented w/b (with base) or n/b. (No Base)
    • Conditions for failed LCD; cracked screen, bad picture, scratched screens (included chips or scuff), dark spots, broken case, noise(electrical issues), bad capacitors(smoking), no power supply if not included.
  • Auditing Printers
    • Printers include MFP except for only fax machines, or large copiers. (ex intellifax)
    • All printers are to have their toner cartridges or ink cartridges removed if failed. Ink jets require to be powered on to remove cartridges. They are to be put into the proper bins for ink cartridges and for toner cartridges from the failed units are to be pulled and placed on the bottom of the cart.
    • Printers’ descriptions for failed units are; broken case, poor print quality, leaking toner, discolored case, missing parts, does not power on, or has service errors.
    • Passed units should have a unit page count. Check to make sure proper ports are checked and documented
    • Printers which do not have a self-test print function and have a USB port need to be connected to the station and print a test sheet.
    • Printers over 50 lbs are to have the weight in the notes of the pid.
    • All MFP are to have the unit reset to factory default, or machine name and numbers deleted from them. Make sure the phone numbers and speed dials are reset as they can contain customer information.
  • Misc
    • If certain pieces are billed per weight, check audit notes or if larger than 50 Lbs, they are to include the weight in the notes field.
    • Click the proper box for networking, copiers, fax, or hard drives.
    • Phones are not audited under networking. They are billed per pound.
    • Describe the item that is being audited. If the items are not known, ask another auditor or use Google to search for the proper description.
    • Description on miscellaneous items is important for the customer to identify what they send.
    • Thin client terminals are to be tested and erase. Documentation of all information and specs is important.
    • If terminal is not able to be wiped, the flash memory is to be removed, destroyed and documented.
    • Barcode scanners are to be connected via the stations and tested for functionality. Most scanner cables can be change to a USB cable.
    • Scanner condition is important for value. Check for cracks, excessive wear, cables, accessories, chargers and that the laser is good. Information must be documented in the notes.
      • Networking Equipment
        • Includes routers, switches, hub, modems, fax modems, and firewalls.
        • All networking equipment is to be tested as completely as possible.
        • Cisco phones, IP Desk telephones, switches and routers are to be tested for functionality.
        • IP Phones are supposed to mention bases, receivers, cords and condition of the units. Condition affects the price of the unit.
        • Networking equipment is to be tested with putty and to be reset to factory. The unit image/version is to be copied into the notes of the pid. If the unit is locked or has damage it is to be mentioned in the notes. If the unit is missing the rack ear it is to be mentioned. (Check with Cheng on testing Cisco units.
      • Data Bearing Material
        • All hard drives and data tapes are to be audited according to the audit notes.
        • Normal customers hard drives and data tapes are to be removed from the device, audited, degaussed then scanned to the proper bin.
        • Data bearing media from on-site customers’ needs to be degaussed as well. It is then to be separated and stored till it is crushed.
        • Serial Number are to be recorded accurately.
        • Memory cards and flash media are to be removed from no working devices and degaussed.
        • Sim cards are to be removed from all devices.

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