Dear SAHRA colleagues,
This serves to remind existing staff and inform new staff of the process which should be followed when an IT asset is damaged / missing / stolen / lost, whilst you are the custodian of that item.
1. As soon as it comes to your attention that an item is damaged / missing or stolen, you must WRITE A REPORT to your line Manager.
All information related to how it happened / when it happened / where it happened / what the item(s) were, must be included in that report.
2. In the case of stolen / missing / lost items - you will need to make a statement with the Police, get a case number and add that to your report. The case number is required for insurance purposes.
NB: As per the IT Policy, valuables must be locked away at all times. Laptops / camera's / projectors / 3G devices etc should not be left in vehicles (visible) but locked in the trunk of a vehicle. Such items should not be left visible in offices, but be locked away. When traveling by air, such items should be kept with your carry on luggage and not handed in at airport.
SAHRA spends large amount of funds on insurance and the insurance companies do not pay out claims where negligence is detected.
3. Once you have completed steps 1 and 2 you will need to get Insurance Claim forms from Finance (Simphiwe). You need to complete the forms and then Finance will continue with the claim.
4. IT Items can be replaced once the insurance company has agreed to meet the claim. If the insurance company does not meet the claim, and such item(s) need to be purchased, it becomes an unbudgeted item.
For any questions related to the above, please feel free to contact the Acting CFO, Sandy Baker and/or the SCM Manager, Nolwazi Mthembu.
Thank you
Ms. Nancy-Ellen Cloete
Information Technology Officer
Information Technology Officer
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