Key Takeaways
- The BSI IT-Grundschutz requires collecting all issued devices, keys, and badges when an employee leaves.
- Device return also includes accessories such as monitors, headsets, and docking stations.
- Physical return does not replace resetting the device and wiping its data.
- After inspection, every device is assigned a follow-up status such as available, repair, or disposal.
How does a device return work?
A device return follows a fixed sequence from the initial checklist to the updated status in inventory.
- Compile a return checklist of all devices and accessories assigned to the person
- Schedule a return appointment before or on the last working day
- Inspect the condition and verify serial numbers
- Reset the device and wipe all data
- Set the follow-up status in inventory
What happens if a device is not returned?
An unreturned device remains a security and cost risk as long as it holds company data or opens access to systems. If the device is managed via MDM, IT can lock or wipe it remotely. In parallel, HR follows up with the individual regarding the physical return, in accordance with employment contract rules where applicable.
Example: Device Return in practice
Example: A software company with 85 employees has 6 departures in a quarter. The return checklists cover 6 laptops, 5 monitors, and 4 headsets. 5 laptops are inspected, reset, and marked as available; one goes to repair due to screen damage. One headset is missing and remains an open task with HR.
Device Return vs. Remote Wipe
| Aspect | Device Return | Remote Wipe |
|---|---|---|
| Nature of the action | Organizational and physical | Technical via MDM |
| Outcome | Device is back in inventory | Data on the device is erased |
| Prerequisite | Person hands back the device | Device is enrolled in device management |
| Typical timing | On or before the last working day | After return or in case of loss |
Device return brings the hardware back physically, whereas remote wipe erases the data technically—only both steps together close the process securely.
How does Sovaro help with Device Return?
When an employee leaves, Sovaro places all known devices and access accounts for that person onto a return checklist and assigns the tasks to the responsible owners. Through its built-in MDM, devices running macOS, Windows, and Linux can be locked, unlocked, and wiped remotely. Every step is logged with person and timestamp in the audit log.