Table of Contents

Overview

• Article Owner: CENV IT

Purpose

This article provides a step-by-step guide for retiring a device from deployment for an individual purpose. There are many reasons why a device might be decommissioned, ranging from its inability to perform the tasks that it is required to no longer being needed.

Additionally, this should be considered the only official policy for decommissioning devices. If something is missing from this documentation please leave a comment suggesting a change and it will be updated.

Audience

This article is written for CENV IT Technicians who must decommission devices and should be regularly referenced to keep updated on changing policies.

Decommissioning Process

The following process outlines the exact steps that should be taken to remove any Windows or MacOS machine this should include every action that must be performed from the moment it is decided that a machine must be decommissioned.

Step 1: Ticket Creation

10. Create a ticket in JIRA

11. Ticket Title: Decommission: {Device Type} - {Serial Number}

12. Request Details: (The data here are placeholders to show what it might look like)

    1. Format:

       • Old Device Name: Previous device name

       • Old Device Owner: First and Last Name or Department

       • Old Device Location: Room number if available, if not location description (ie. User’s Home)

       • Old Device Purpose: What need did this device meet?

       • Reason For Decommission: Why is this device no longer going to be deployed?

       • Condition of the Device: Working / Not Working, include any other notable issues with the device

       • Next Steps: Inventory / Surplus / Other - Explain

    2. Example:

       • Old Device Name: CENV-M-12345AB

       • Old Device Owner: Jane Doe

       • Old Device Location: User’s Home

       • Old Device Purpose: Purely for decor

       • Reason For Decommission: Device really was just messing up the Feng Shui of the room, oh and also turns out the device was originally stolen.

       • Condition of the Device: Working

       • Next Steps: Other - Returning device to its original owner

13. Include any supporting documentation, ie. Related Tickets, Emails, or Forms

Step 2: Data Removal

Process for removing data so that it may not be retrieved by future users of the device.

Windows

MacOS

Step 3: Asset Management Update

1. Open the Master Import Document.

2. Update the following fields:

   • Status: Change to Inventory.

   • Notes: Add Ticket Number.

     • Log Destruction: If the drive was destroyed, log the action here for record-keeping.

   • Department: Some devices should remain within their department while some should not, if ever in doubt defer to the judgment of your supervisor. The general rule is older standard devices can usually be repurposed regardless of department, these should have their department changed to CENV IT.

   • Remove data from Full Name, Email, Username, and Primary User fields.

3. Ask another CENV IT Tech to verify these steps have been completed correctly in the ticket

Step 4: Ticket Closure

Once Asset Management Update steps are verified as complete, the IT Manager will close the ticket under the technician’s name.

Surplus Process

Devices are surplussed when it’s determined that they are no longer of use to the CENV and should leave our environment, to be repurposed elsewhere.

Step 1: Decommission Process Steps 1 & 2

As surplussing devices is simply a special case of the decommissioning process you should start by completing the first two steps of that process and then return here.

Step 2: System Object Removal

1. For Windows:

   • Remove device from AD, Intune, and ConfigMgr: Contact the IT Manager to perform this step.

2. For MacOS:

   1. Remove the device from JAMF and Apple Management: Generate a ticket to the Help Desk to notify Benjamin Hoekstra and James DeWine that the device needs to be removed from management systems, and any associated licenses need to be cleared.

   2. License Notification: Inform Nancy Larson (larsonn@wwu.edu) that the device is being removed from JAMF for licensing purposes.

Step 3: Asset Management Update

1. Open the Master Import Document.

2. Update the following fields:

   • Status: Change to Archived.

   • Notes: Add Surplus Date and Ticket Number.

     • Log Destruction: If the drive was destroyed, log the action here for record-keeping.

Step 4: Surplus Documentation and Verification

1. Fill out using the information provided in the initial ticket

2. Ask another CENV Tech to verify all steps and initial the form.

3. Attach a photo of the completed and verified form to the ticket and the form itself to the device before moving it to the surplus staging area, the desks in AH08.

Step 5: Ticket Closure

Once Surplus Documentation is verified as complete, the IT Manager will close the ticket under the technician’s name.

Step 6: Equipment Inventory Surplus Form

1. As we gather things to surplus note down each of them until a sufficient number are acquired so that they may be surplussed as a batch.

2. Fill out the Surplus Equipment Pickup Request Form