Purpose
The purpose of this policy is to ensure the secure delivery of hardware and media within the organization.
Scope
This policy applies to all employees and third parties involved in the delivery and installation of hardware and media for the organization.
Procedure
Pre-Delivery Notification
- After finalizing the equipment purchase, contact the vendor to request detailed shipment information, including tracking numbers and expected delivery times.
- Once received, forward the shipment details to the designated person responsible for handling the equipment on the day of delivery.
- Upon receiving advanced shipment details, the individual who will be escorting the equipment will utilize the template found attached to this article to create a chain-of-custody log entry for the equipment, recording initial details such as the vendor, tracking number, expected delivery date, and equipment description.
Delivery Day
- Upon delivery, record the date, time, and identity of the delivery personnel in the chain-of-custody log.
- Verify the shipment against the vendor's tracking information and purchase order.
- Inspect the packaging for any signs of tampering or damage.
- Record the names of personnel involved in escorting the equipment to the data center. Record the date and time of unpacking the equipment as well as the names of personnel involved.
Inventory Logging
- Update the chain-of-custody log with the serial number of the equipment. In the log, note the date, time, and personnel responsible for adding the device to ServerBox.
- In ServerBox, add the device to inventory, completing the following sections:
- Name
- Device Role
- Device Type
- Airflow
- Serial Number
- Site
- Location
- Status
- Tenant
- Tenant Group
- Is Managed
- Is Monitored
- ServerBox
Final Steps