IT Equipment Policy
1. Purpose
This policy details procedures for issuing, using, maintaining, returning, and managing IT equipment, ensuring asset efficiency, security, accountability, and business continuity.
2. Scope
Applies to all full-time and contractual employees across all departments at Axiom World Pvt Ltd.
3. IT Equipment Covered
- Primary Devices: Laptops, Charger,mouse
- Accessories: Keyboard, Headsets, Webcams, External Screens
- Shared Equipment: Printer
- Mobile Devices (if assigned for business use)
- Software Licenses (OS, antivirus, tools)
4. Equipment Allocation by Employment Level
Employment Category & Provided Equipment
Technical Team
Role Level | Grade | Provided Equipment |
Interns | T1-T2 | Must use own laptop and accessories |
Software Engineers | E1-E3 | Laptop, Charger, Mouse, External Keyboard ( if required) |
Senior Consultants/Heads | S1-SM3 | Laptop, Charger, Mouse, Headset, External Screen (if needed) |
Non-Technical Team
Role Level | Grade | Provided Equipment |
Interns | T1-T2 | Must use own laptop and accessories |
Executives | E1-E3 | Company-issued Laptop + Mouse |
Assistant Managers | S1-M1 | Laptop, Charger, Mouse, Headset |
Senior Managers /HODs | SM1-SM2 | Laptop, Charger, Mouse, Headset, any other additional Screen or specified gadget |
Note: External screen provided only if job function specifically requires it (e.g., data analysis, dashboards, etc.)
5. Mechanism for Requesting Additional Accessories
Applies to: External Screens, Webcams, Headsets
(Excludes Laptops, Mouse, Keyboards – which are standard issue)
5.1 Request Submission
- Employee to raise a request via Email to
IT Admin: Haseeb (haseeb.ahmed@axiomworld.net)
HR: Muhammad SaadUllah (muhammad.saadullah@axiomworld.net)
(the HQ portal (Ticketing System for future) - Justification required for each item (e.g., dual-screen productivity, virtual calls etc.
5.2 Approvals Workflow
Request Type | Approvals Required |
Single accessory | Team Lead |
Multiple accessories | Department Head |
If cost > PKR 20,000 | COO |
- All approved requests to be recorded in the IT Asset Tracker via nextCloud
- IT Admin will issue based on the available inventory.
5.3 Return Protocol
- Equipment to be returned in working condition upon:
- Role change
- Resignation/termination
- Upgrade or replacement
- Non-return or damage may result in recovery or deduction.
6. Spare Equipment & Inventory Management
Minimum Inventory Threshold:
Equipment | No. of spare units |
Laptops | 5 |
External Screens | 5 |
Mouse | 10 |
Headsets | 10 |
Webcam | 10 |
Keyboard | 10 |
- IT Admin (Haseeb Ahmad) is responsible for managing inventory for:
- New hire
- Emergency replacement
- Temporary project needs
- Business continuity stock
7. Responsibility & Usage
- Equipment is strictly for professional use.
- Employees are responsible for the care, safety, and proper use of equipment.
- Loss or damage must be reported within 24 hours via email and documented in the asset incident log.
8. Return & Reassignment
- At the time of offboarding or department shift, HR will notify IT.
- IT will inspect the equipment, wipe data, and update inventory for reassignment.
- Any physical damage or missing items will be reviewed and may incur a cost to the employee.
9. Asset Tagging & Audits
- All assets to be tagged with an Asset ID label and logged in the inventory system.
- Bi-annual audits will be conducted by IT and verified with department heads and HR.
10. Compliance
Violations of this policy may result in:
- Disciplinary action
- Cost recovery for lost or damaged items
- Restriction from further asset allocations
Policy Review
This policy will be reviewed annually or as required by operational or technology changes.