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We will use TOPdesk to act as our definitive record who is in charge of / responsible for a particular device. We will do this when we are reasonably sure of the assignment so as to not challenge people over assets they have no responsibility for, either anymore or indeed ever.
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## People ('Owners')
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We will call the person responsible for an asset as the 'Owner' although we are not asserting any financial ownership this way. A better term may be 'Custodian' but this is likely to not be as well as understood by end users.
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Ownership of a device is not necessarily easy or straightforward to establish, especially for preexisting situations. However, we can establish a hierarchy of evidence which we can use to make a reasonable decision as to an allocation.
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- We have written allocation of a device to a person, for example as part of the Device Replacement Strategy. This can perhaps form part of a formal process where, inter alia, the user agrees to the Acceptable Use rules and policies
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- The users are assigned the device in MDM (Intune / JamF). This works well in combination with tracking the necessary Microsoft licence for Windows devices (A5)
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- The user is the 'most frequent' user on a device. This can be reported via Snow. It is not as authoritative as assigned user in MDM and can be fooled with low login counts, but in many cases it is strong evidence that the user is indeed the person who solely uses the device and so is reasonably responsible for it.
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Beyond this then a range of information sources can be used in combination to determine an owner, for example the following:
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- The most frequent user (as above)
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- Last logged in user
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- Delivery address
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- Individual inquiry
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## Organisations
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We will also establish ownership of the device by organisation. We have largely achieved this via Snow and so have imported this into TOPdesk. There does remain a number of devices to home here, in particular 'shared' devices such as lab PCs (either DTS or departmentally owned) and Tech Tables. These have been dealt with inconsistantly as it has not been altogether clear who actually _owns_ them. Going forward we will assign them to Branches directly, rather than via DTS. Where they are DTS owned we will simply assign them to the DTS Branch rather than making a separate hierarchy for shared devices as we have in Snow.
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<!--- 
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-->
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## Making Assignments in TOPdesk
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Assignments can be made in TOPdesk either through the Asset card itself, or through the particular card of the person/branch the asset is to be associated with. It is probably best to do it via the asset card, in particular if assignments are to be made for both person and branch at the same time. The following shows how this is done, firstly for assigning people:
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and branches. If a branch has a location (e.g. a building) then this can be added too, but note that at the moment no branch has any locations identified.
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\ No newline at end of file |
