A repeatable audit needs a clear procedure and room to record exceptions. Before configuring the workstation, define what your team must observe for each asset type, how each test is performed, and what makes the result acceptable.
Before the first scan
- Open the correct job and confirm its source receiving lot or pallet.
- Review the customer’s intended service and any special handling instructions.
- Activate an appropriate asset-type audit plan with required tests and hold rules.
- Confirm who is performing the work and which station is being used.
Choose the catalog item
Search by manufacturer, asset type, and model. If the reference is missing, create a distinct entry and check for an existing equivalent first. A copied entry needs a real variation; changing only punctuation should not create a second record of the same model.
A catalog describes a model. It does not prove this unit has a particular processor, memory capacity, drive, or condition.
Identify this physical unit
- Scan the manufacturer serial and customer asset tag into their own fields.
- Record an explicit missing-serial condition when appropriate.
- Resolve duplicate-serial exceptions through the defined process.
- Keep the internal Asset ID separate from those external identifiers.
Record observations and findings
Use explicit units for memory and storage. Record installed components, including individual GPUs when more than one is fitted. Distinguish “not present” from “not inspected.” Review condition findings even when there are none to report.
Complete the required tests
A useful test template states the method, the acceptance criteria, and whether a failed or incomplete result blocks progress. Record the result of the actual inspection. Do not turn a catalog default or a blank field into a pass.
Account for data-bearing media
Choose the intended handling for each drive. If a drive is removed, preserve the parent link and create its serialized media record. Review the evidence required for the chosen action before considering that obligation complete.
Save progress or complete the audit
Use Not Audited when work remains. Check the visible blockers, finish the required observations and evidence, and then complete the asset audit. Job screening and final closeout are separate review steps.
See ITADops audit templates and controls, or discuss your workflow.