IT Asset Management Policy

IT Asset Management Policy

This policy covers how TSS buys, records, hands out, looks after, takes back and disposes of its hardware and software. It means we always know what we own, who has it, and that it is secure.

Document

Policy number

TSS-IT-09

Version

1.0

Effective from

1 September 2026

Next review

March 2027

Owner

IT Team

Approved by

Board of Directors

Applies to

Every employee, trainee and intern given company assets, and all hardware and software that TSS owns, leases or pays for.

Issued by

Thakur Systems & Structures Private Limited, CIN U62011PN2026PTC254650

Related policies

Acceptable Use Policy (TSS-IT-01), Information Security Policy (TSS-IT-02), Bring Your Own Device (BYOD) Policy (TSS-IT-06), Data Privacy and Management Policy (TSS-IT-04), Expense Reimbursement Policy (TSS-HR-07)

1. WHAT COUNTS AS AN IT ASSET

Hardware: laptops, desktops, monitors, phones, storage devices and routers, and any accessory worth more than ₹1,000, such as a keyboard, mouse or headset.

Software and services: licences, subscriptions, cloud accounts, domain names and certificates.

2. THE ASSET REGISTER

The IT team keeps a register of every asset, recording:

the asset tag and serial number;

a description, purchase date, supplier, cost and warranty;

who it is assigned to, and since when;

where it is, and what condition it is in;

for software: the licence type, number of seats, renewal date and owner.

A full audit of the register is done at least once a year.

3. BUYING

All hardware and software is bought through the IT team. Anything outside the standard list or the budget needs a Director’s approval.

We buy from reputable suppliers, with a GST invoice in the company’s name.

We choose devices that support encryption and remote management, and that will keep receiving security updates for several years.

4. SETTING UP AND HANDING OVER

1. The IT team tags the device, adds it to the register, and sets it up with encryption, device management, security software, updates and the standard apps.

2. The IT team records the handover: which asset you received and its condition. You confirm by email that you have received it and will look after it.

3. The IT team walks you through the security settings you need to know about.

5. LOOKING AFTER COMPANY ASSETS

Use company assets for work only (Acceptable Use Policy).

Keep them safe. Do not leave them unattended in public places or in vehicles, or with anyone else. Carry laptops as hand luggage when you travel.

Keep them clean and in good condition. Do not remove asset tags, open devices up, or have them repaired by anyone other than the IT team or an authorised service centre.

Do not install unapproved software or change security settings.

Report faults, damage, loss or theft to the IT team immediately.

6. LOSS, THEFT AND DAMAGE

Lost or stolen. Tell the IT team immediately so that they can lock and wipe the device. For theft, file a police complaint (an e-FIR is fine where it is available) and send a copy to the IT team.

Wear and accidents. Normal wear and tear, and honest accidents, are the company’s cost.

Misuse. If an asset is lost or damaged through deliberate misuse or gross carelessness, such as leaving a laptop in plain view in an unlocked car, we may ask you to contribute to the cost. We will only do this after hearing your side, and only as the law allows.

7. RETURNING ASSETS

Return all company assets, in person or by a method the IT team arranges:

when you leave TSS, on or before your last working day;

when you receive a replacement;

when the IT team asks, for example for an audit or a repair.

Do not wipe or reset a device yourself. The IT team will do this after checking for any work that needs to be kept. Assets that are not returned may be recovered as the law allows.

8. REUSE AND DISPOSAL

Before any device is reused or disposed of, the IT team securely wipes all of its storage, or physically destroys the storage if it cannot be wiped, and records this in the register.

Old electronics go only to an authorised e-waste recycler, as the E-Waste (Management) Rules, 2022 require, and we keep the recycler’s certificate.

No asset is ever given away or sold with data still on it.

9. SOFTWARE LICENCES

Use only properly licensed software. No pirated or cracked software, ever.

The IT team tracks licence seats and renewal dates, and frees up licences when people leave so that they can be reused.

Open-source software is welcome, as long as its licence terms are followed (Software Development and Change Management Policy).