Inventory Verification and Field Audit

Author: Unknown

Conduct field audits of deployed equipment. Verify asset records match physical reality, identify missing labels, and update SnipeIT with current assignment and condition information.

Prerequisites

  1. SnipeIT instance is up to date with known asset records.
  2. Barcode scanner or mobile device with barcode scanning capability is available.
  3. List of users or departments to audit is prepared.
  4. Audit schedule has been communicated to affected staff.

Audit Checklist

  • Asset located and physically present
  • Barcode label is readable and intact
  • Serial number matches SnipeIT record
  • Assigned user is correctly recorded in SnipeIT
  • Equipment condition is documented (functional, damaged, missing components, etc.)
  • Follow-up actions are identified (relabeling, condition update, reassignment, etc.)

Field Audit Procedure

  1. Identify the user or location to audit. Coordinate timing to minimize disruption.
  2. Confirm the user has equipment assigned in SnipeIT.
  3. Physically inspect each asset listed in SnipeIT as assigned to this user.
  4. Scan the barcode on each device using a barcode reader or mobile app.
  5. Verify the scanned asset tag matches the SnipeIT record.
  6. Inspect the equipment condition. Note any damage, missing components, or functional issues.
  7. Confirm the equipment is actively in use or properly stored at the assigned location.
  8. If equipment is found at a different location, update the assignment in SnipeIT.

Discrepancy Resolution

Asset found but barcode is missing or unreadable:

  • Locate the serial number on the device.
  • Verify the serial number matches the SnipeIT record.
  • Generate and apply a new barcode label using the Device Stickering Procedure.
  • Update SnipeIT to reflect the relabeling.

Asset listed in SnipeIT but not found at the location:

  • Confirm the user has not relocated the equipment.
  • Check with the IT Manager for recent transfers or disposals not yet recorded.
  • If the asset remains unlocated after verification, mark it as “missing” in SnipeIT with the date and location where last seen.

Physical asset found that is not in SnipeIT:

  • Locate the serial number and model information.
  • Search SnipeIT for the asset by serial number.
  • If not found, create a new asset record using the Asset Intake Procedure.
  • Apply a barcode label and update assignment information.

Equipment condition has degraded or failed:

  • Document the condition in SnipeIT notes field.
  • Photograph damage if applicable.
  • Flag the equipment status in SnipeIT (e.g., “needs repair,” “out of service,” “decommission”).
  • Escalate to IT Manager if repair or replacement is needed.

Recording Audit Results

  1. For each asset verified, update SnipeIT with current information.
    • Confirm location and assigned user.
    • Update condition status.
    • Record the audit date.
  2. Flag any assets requiring follow-up action.
  3. Generate an audit report from SnipeIT showing summary results (total assets audited, discrepancies found, actions required).

Escalation

Missing asset: Notify the IT Manager immediately. Determine if the asset should be marked for decommission or if a search is warranted.

Major discrepancies (10% or more of audited assets misaligned): Escalate to Director of IT for review and potential process improvements.

Equipment requiring repair or replacement: Route through standard IT ticket system or request process.

Documentation

Maintain audit records including:

  • Date of audit
  • User or location audited
  • Total assets verified
  • Discrepancies found
  • Actions taken

Notes for Team Discussion (to be refined in Tuesday and Thursday meetings)

  • Define barcode scanning method. Will the intern use a dedicated barcode scanner, a mobile phone with an app, or both?
  • Confirm SnipeIT fields for audit tracking. Does SnipeIT support audit history, or do we track separately?
  • Define “condition” statuses. What values go in SnipeIT for condition (functional, minor damage, major damage, non-functional, etc.)?
  • Define frequency and scope. How often should field audits occur? By user, department, location, or all devices annually?
  • Clarify missing asset protocol. At what point is an asset marked for decommission vs. continued search?
  • Define relabeling protocol. Can the intern relabel in the field, or must they bring equipment back to the store room?