Asset Intake Procedure

Author: Unknown

Capture and document new or recovered equipment entering the inventory system. This procedure ensures all assets are tracked in SnipeIT with complete information before deployment or storage.

Prerequisites

  1. Physical equipment is available for inspection.
  2. SnipeIT instance is accessible and configured.
  3. All required information sources are available (serial numbers, purchase orders, asset tags).

Asset Intake Steps

  1. Receive the equipment. Verify physical condition and completeness (power cord, accessories, documentation).
  2. Locate the serial number. Record the exact serial number from the device label or system information.
  3. Identify the asset type and model. Determine the manufacturer, model number, and category (laptop, desktop, monitor, printer, etc.).
  4. Check for existing asset record. Search SnipeIT by serial number to confirm this is a new asset, not a re-entry.
  5. Photograph the serial number and any damage or identifying marks.
  6. Assign temporary location. Place the equipment in the storage area with a note referencing the serial number.
  7. Open SnipeIT and create a new asset record. See SnipeIT Data Entry Procedure for field requirements.
  8. Verify all required fields are complete before saving.

Information Requirements

Mandatory fields for all assets:

  • Serial number
  • Asset tag (if pre-assigned; otherwise generated by SnipeIT)
  • Manufacturer
  • Model
  • Asset category
  • Location (storage or assigned user)

Optional fields to capture if available:

  • Purchase date
  • Purchase price
  • Warranty expiration date
  • MAC address (for network equipment)
  • Asset custodian or assigned user

Unknown or Missing Information

If serial number is unreadable or missing: Document this in SnipeIT notes field. Do not proceed with intake until the serial number situation is resolved with the Director of IT or IT Manager.

If model information is unclear: Photograph the device and cross-reference with manufacturer documentation or online lookup. Record the best available information and flag for verification.

If asset predates current inventory tracking: Note the acquisition date as unknown and capture the current condition. This is acceptable for legacy equipment being added to SnipeIT for the first time.

Escalation

If the equipment appears to be non-company property or ownership is unclear, escalate to the IT Manager before entering into SnipeIT.

Notes for Team Discussion (to be refined in Tuesday meeting)

  • Define SnipeIT category structure. How many asset types do we track (laptops, desktops, monitors, peripherals, network, other)?
  • Define asset tag naming scheme. Auto-generated, or manual prefix (e.g., ONEPOINT-LAPTOP-001)?
  • Confirm mandatory vs. optional fields based on final SnipeIT configuration.
  • Define location hierarchy in SnipeIT (building, floor, closet, desk, unassigned, etc.).
  • Clarify escalation threshold. What triggers IT Manager review vs. Director review?