All offboarded products, including IT assets and office furniture, undergo the same process outlined below upon arrival in our partner warehouses. Our process ensures that every item meets the highest standards before any further action is taken.
Please note that this is in place since November 2024, so offboarded assets before that date may not have gone through the same SOP, but a slightly different one.
Purpose of the Procedure
The inbound procedure ensures all offboarded assets are processed efficiently, maintaining high standards for quality, consistency, and hygiene. Each item is inspected, graded, and sanitized to ensure its readiness for reuse, resale, or other purposes.
What types of products does this process apply to?
- The process applies to all offboarded items, including:
- IT Equipment: Laptops, monitors, desktops, tablets, and peripherals.
- Office Furniture: Desks, chairs, and other office furnishings.
- Accessories: Chargers, cables, docking stations, and other related items.
- Each category has specific cleaning and inspection steps tailored to its requirements.
1. Inbound Discrepancy Check
- Items are checked against expected inbound details.
- Missing or incorrect items are escalated to either the employee or employer, depending on the discrepancy.
- Required accessories checked and purchased automatically if pre-agreed upon.|
2. Damage Check
- Items are inspected for physical damage and graded (A, B, or C) based on the IT-Assets or Furniture Grading Matrices.
- Grading ensures items are stored appropriately based on their condition.
3. Wipe-Up
- If client-specific wipe-up instructions apply, the process is completed.
- Issues during the process are escalated directly with the indicated contact person(s).
4. Sanitization
- Pre-cleaning removes loose debris and decorative stickers (excluding barcodes or client codes).
- Screens and surfaces are cleaned with approved solutions.
- A final inspection confirms cleanliness and identifies any remaining damage.
5. Finalization
- Items are marked as Available or Unavailable based on the checklist of this SOP.
- Escalations are monitored and resolved in consultation with the client if needed.
How are discrepancies in items/accessories handled?
When discrepancies are identified in the received items, the warehouse team reaches out to our offboard team to request further instructions.
For missing accessories, the process involves verifying the received accessories against the required accessories we have listed. If a client has opted not to purchase missing accessories, we reach out to request instructions on how to proceed. Until provided, the item is marked as unavailable in the platform. Once the missing accessory has been successfully added, the item is marked as available and is ready to be redistributed.
How are my (damaged) offboarded assets graded?
Your offboarded assets are graded based on their condition using three categories.
- Grade A is assigned to assets in great condition with no visible damage.
- Grade B applies to assets with minor cosmetic or functional damage.
- Grade C is reserved for items in poor condition with significant damage or functionality issues.
Items that are graded as A will be marked as Available in the platform and are therefore available for redistribution. Items that are graded as B or C will be marked as Unavailable in the platform with the associated Grade and Damage Category. To ensure consistency in the grading process, visual guides and detailed grading matrices are used during the inspection. The Damage Categories for IT-assets and Furniture are outlined in the table below.
IT-Assets | Furniture |
---|---|
Screen Damage |
Structural Damage |
Cosmetic Damage |
Worn-out Fabric |
Cracked Casing |
Malfunctioning Adjustability Features |
Keyboard and/or Touchpad Malfunctions |
Surface Damage |
Port Connectivity Issues |
Caster and/or Wheel Issues |
Battery Issues |
Broken Drawer Mechanisms |
Broken Hinges |
Faded and/or Discoloured Finishes |
Sharp Edges and/or Splinters |
Table 1: Damage Categories for IT assets and Furniture
Are my offboarded IT-assets wiped upon arrival?
Yes, your offboarded IT-assets are wiped upon arrival if wipe-up instructions are applicable to your account. In cases where issues arise, such as a failed wipe-up or devices being blocked by user credentials, the matter is escalated directly to the client and the items are marked as Unavailable in the platform until the issues have been resolved
What is the basic cleaning process?
Here’s an overview of the key steps our warehouse partners follow:
- 1nspection: Items are checked for any visible dirt, dust, and potential damage.
- Pre-Cleaning: Loose dirt is removed, and any non-essential "fun" stickers are taken off. Barcodes and client-specific codes remain intact.
- Screen Cleaning: Screens of IT equipment are cleaned using approved non-abrasive solutions.
- Accessory Removal: Any attached accessories (e.g., camera hiders) are carefully removed unless they are integral to the item.
- General Cleaning: All surfaces are wiped down using an approved cleaning solution.
- Final Inspection: The item undergoes a final check to ensure it is fully clean and ready for further processing.
- Damage Handling: If hard damage (e.g., deep scratches, cracks) is identified, the item is quarantined and a ticket is raised for further action.
What Happens After Cleaning and Inspection?
After the cleaning and inspection process, items are handled based on their assessed condition, ensuring proper categorization, storage, and resolution of any outstanding issues. If any issues are identified during the cleaning, inspection, or damage assessment processes, they are escalated for resolution. We finalise the inbound before all issues are resolved, in order to make all items without issues available for redistribution.
If you have any additional questions or require further support, feel free to contact us. We're here to help!