[Company Logo][Company Name]
- Policy No.:
- [Reference Number]
- Version:
- [Version Number]
- Effective Date:
- [Date]
- Policy Owner:
- Information Technology
1. Purpose
This policy sets the rules for the issue, care, security and return of laptops provided by [Company Name], to protect company assets and the information stored on them.
2. Scope
It applies to all employees, interns and consultants who are issued a company laptop, whether used in the office, at home or on travel.
3. Definitions
- Laptop: a company-owned portable computer with its charger, bag and accessories.
- Custodian: the employee to whom the laptop is issued.
- Negligence: failure to take reasonable care, such as leaving the laptop unattended in a public place.
4. Policy
- Laptops are issued on joining against a signed asset acknowledgement listing the serial number and accessories.
- The custodian is responsible for the laptop's safe keeping at all times.
- Only IT-approved, licensed software may be installed. Users do not have administrator rights unless approved.
- Laptops must have full-disk encryption, antivirus and a screen lock after [Number] minutes of inactivity.
- Laptops must not be left unattended in vehicles, public places or unlocked desks; carry them as hand baggage on travel.
- Personal use is permitted only to a limited, reasonable extent and must not involve illegal, pirated or offensive content.
- Laptops are not to be shared with family members or anyone outside the company.
- Loss through negligence may be recovered at depreciated value (purchase cost less [Number]% per year of use, maximum ₹[Amount]), only after the employee has been heard and as permitted by law.
5. Procedure
- IT prepares the laptop with the standard image before the joining date.
- Faults or damage are reported to [IT Helpdesk] immediately; do not get the laptop repaired outside.
- Loss or theft is reported to IT and the manager within [Number] hours; a police complaint is filed for theft.
- Before exit, the employee backs up work data to the approved drive and returns the laptop to IT, who checks its condition and signs off the clearance form.
| Employee Name | |
|---|
| Employee ID | |
|---|
| Laptop make and model | |
|---|
| Serial number | |
|---|
| Accessories issued | |
|---|
| Date of issue | |
|---|
| Condition at issue | |
|---|
| Employee signature | |
|---|
6. Responsibilities
- Custodian: care, security and timely return.
- IT: configure, support, maintain the asset register.
- Managers: ensure return during exits and transfers.
7. Non-compliance
Installing unlicensed software, disabling security controls or repeated negligence may lead to withdrawal of the laptop and action under the Disciplinary Policy.
8. Review & Approval
IT will review this policy annually.
Approved by
[Authorised Signatory][Designation]Date:
[Date]Acknowledged by
[Employee Name]Date:
[Date]