Laptop Replacement and Refresh Cycle

Purpose

This document outlines Global Bank's laptop refresh cycle, the criteria for device replacement, and the process for requesting a new or replacement laptop. Maintaining a current fleet of devices is essential for security, performance, and employee productivity.

Policy Reference: IT-DEV-005
Applies To: All employees and contractors issued with a corporate laptop

Standard Refresh Cycle

Global Bank operates a four-year refresh cycle for all corporate laptops. Devices are automatically flagged for replacement as they approach the end of their lifecycle. The refresh cycle ensures that all devices remain within the manufacturer's warranty period and are capable of running current software and security tools.

Refresh Schedule

Laptop refreshes are conducted in quarterly waves to manage logistics and minimise disruption:

Employees in the scheduled wave will receive an email notification from IT Operations at least 30 days prior to their replacement date, with instructions for data migration and device return.

Standard Device Specifications

The standard corporate laptop specification is reviewed annually. The current standard for 2025/2026 is:

Requests for the enhanced specification must be justified by role requirements and approved by the department head.

Early Replacement Requests

Devices may be replaced before the standard four-year cycle in the following circumstances:

• Hardware failure: If the device has a hardware fault that cannot be repaired cost-effectively (e.g., motherboard failure, screen damage).
• Performance degradation: If the device no longer meets minimum performance requirements for the employee's role, as assessed by IT Operations.
• Role change: If the employee transitions to a role requiring an enhanced specification device.
• Security concern: If IT Security determines that the device model has an unresolvable security vulnerability.

How to Request Early Replacement

1. Log in to the IT Service Portal at servicedesk.globalbank.com.
2. Navigate to Request a Service > Hardware > Laptop Replacement.
3. Select the reason for early replacement and provide a detailed justification.
4. Attach supporting evidence if applicable (e.g., screenshots of errors, IT diagnostic report).
5. Your line manager and IT Operations will review the request. Approved requests are typically fulfilled within 10 business days.

Data Migration

When receiving a replacement device:

1. Ensure all work files are saved to OneDrive for Business or your department's SharePoint site before your migration date.
2. IT Operations will transfer your user profile and settings to the new device using the automated migration tool.
3. Verify that all required applications and data are accessible on the new device before returning the old one.
4. Return the old device to IT Operations within five business days of receiving the replacement. Devices not returned within this timeframe will be escalated to your line manager.

Device Return and Disposal

All returned devices are securely wiped using NIST 800-88 compliant methods before disposal or reallocation. Hard drives from devices that have reached end of life are physically destroyed by an approved ITAD (IT Asset Disposal) vendor. A certificate of destruction is retained for audit purposes.

Contact

• IT Operations — Hardware Team: hardware@globalbank.com | Ext. 2120
• IT Service Desk: servicedesk@globalbank.com | Ext. 2000