Don't let users walk off with your company's loaner hardware. Use these simple but effective forms to track who borrows equipment and ensure they understand what happens if that equipment is lost, stolen, or damaged.
If your IT support department provides loaner equipment, it's important to effectively track and manage that equipment. Failure to do so puts your equipment and the safety of your organization's computer systems at risk. All help desks should have a clearly defined process through which end users can request loaner equipment. A critical part of such a process is either a paper or online form that end users can use to make their requests. It should clearly explain your company's policy regarding financial responsibility for borrowed equipment and provide a means for the help desk to track equipment returns.
Our laptop check-out form was such a hit with TechRepublic members that we wanted to expand this concept and provide members a form that covers not only laptops, but also desktops, printers, scanners, projectors, and other devices. We also wanted to provide a form that members could use to check-in the equipment they loan out. The forms within this download do just that and are based on a submission from TechRepublic member Ed VanDenburgh.
These hardware check-out/check-in forms collect several pieces of important information, including:
- Type of equipment checked-out/checked-in (e.g., desktop, monitor, mouse, keyboard, laptop, docking station, laptop accessories, printer, PDA, KVM switch, router/hub, scanner, external CD/CD-R/RW/DVD-ROM drive, camera, projector, or custom cables)
- Model number
- Asset tag number
- Serial number
- Borrower's name, phone number, and department
- Borrower's signature
Download our hardware check-out/check-in forms
You can download our hardware check-out/check-in forms by following this link or by clicking on the Downloads link in the navigation bar at the top of this page. TechRepublic has many useful documents, templates, and applications available for download, so be sure to check out our other offerings.
Our hardware check-out/check-in forms are available both as a Microsoft Word document and as an Adobe PDF file. To increase download speed, we've zipped these two files together into one file. You will need an unzip utility such as WinZip or PKZIP to expand the zipped file. You will also need either Microsoft Word or Adobe Acrobat Reader to view each document. You can download Adobe Acrobat Reader here.