Retiring, disposing and lost devices
Take devices out of service, dispose of them with the right evidence, and handle lost or stolen devices.
Retire a device
Retire a device when it's no longer used, for example at end of life. It must be In stock or In repair, with nobody assigned.
When you retire a device:
- depreciation stops after the month of retirement;
- licences allocated to the device itself (per-device licences) are revoked automatically, so they go back to the pool.
Dispose of a device
A retired device can be disposed of. Choose the method: sold, recycled, donated, returned (for example to a leasing company) or destroyed.
Important For laptops, desktops, servers, mobiles, tablets and storage devices, AssetTrove requires a data wipe certificate for every method, or a certificate of destruction if the device was destroyed. Upload the certificate first, then attach it to the disposal. This gives you proof that no data left the building, which ISO 27001 control A.7.14 asks for.
If the device was sold, you can enter the sale price and any costs. AssetTrove then calculates the gain or loss:
| Amount | |
|---|---|
| Sale price | €350.00 |
| Costs | − €25.00 |
| Book value at disposal | − €1,041.25 |
| Loss | − €716.25 |
Recording a sale price needs finance permissions, because it affects the books. A disposed device is frozen; only its notes and custom fields can change.
Lost or stolen devices
Select Mark as lost, with the date, a note and optionally a police reference. AssetTrove:
- closes the current assignment with the condition Lost;
- writes off the remaining book value;
- revokes per-device licences.
If the device turns up, select Found and choose where it is. It goes back to In stock, the write-off is reversed and depreciation continues. Revoked licences aren't restored automatically, so allocate them again if needed.