Instructions for updating inventory records of scrapped, stock, and missing machines

Scrapped Machines

For machines that have been or will be scrapped (disposed/ disposal), update their inventory records as follows:

Last name: "scrap"
Room and Building: Leave blank
Group: Leave Blank
Machine Function: "Scrapped"
Owner: Scrap
General Notes
- Include some general notes describing what the machine was previously used for.
- Note what date the machine was disposed of.

Reminder: Hard drives should usually be removed first!

Stock Machines

For machines that are in stock, inventory conventions are as follows:

Last name: "Stock"
Room: 250 Baker
Group: "Stock"
Machine Function: "Stock"
Verified Date: Update with current date.
Possibly add a note stating its previous function (if this information would be useful)
Clear other fields as needed

If machine is coming from a library or another source, take these additional steps:

Update BIOS
Change "Integrated NIC" setting to "Enabled" (not Enable w/ PXE) and turn on "SMART reporting"
Find warranty and MAC address (BIOS->System Info)
Wipe disk partitions
Remove any old labels and physically clean machine if necessary

Occasionally while performing inventory, we will have machines which we cannot find in person, but that we do not believe have been scrapped.

After ensuring they really can't be found (confirm judgment with Michael Hint or Roger Garnett), the conventions for these machines are:

Leave everything in the record in the same with the following exceptions:
General Notes:
- Date marked missing
- Room, building, group, and machine function.
Machine Function: "Missing"
Clear Room, Building, and Group fields (To ensure that we are not billing groups for missing machines)
IMPORTANT: Do not modify the Verified Date. That date is reserved for hands-on/ visual confirmation of the machine's existence.

FileMaker