Found Portable Computer Protocol

When a machine goes missing, many staff at NIST spend a lot of person hours trying to determine what happened to the machine. This protocol seeks to address that issue and to make our approach to found computer consistent.

What to do if you find a portable computer at NIST campus…

• immediately bring the machine to Tech Support Office (IT Zone) (if you can not turn it in, at least inform us by sending an email to techsupportstaff@nist.ac.th)
• users may not be able to have their computer back for a period of 4 days from time of reporting the incident
• when a machine is turned in to Tech Support Office, tech support staff need to inform tech director, techsupportstaff, sec office email group, student, parents, and security with username

Lost Portable Computer Protocol

• user must report the missing tablet/laptop to tech support
• IF MACHINE ALREADY FOUND, tech support will note the date and time and inform student of when they can come to pick it up (4 days from time of reporting it missing)
• IF MACHINE NOT ALREADY FOUND, tech support will note the date and time and inform student of when they can come to pick it up
• user needs to report to class teacher (to inform of their reason for lateness)
• user will fill loss/damage form – (when ANYONE reports a missing/lost/stolen laptop, PHONE Technology Director immediately to come to IT zone to help student/staff fill the lost form.)
  • full details of student
  • full details of what happened
    • when/where did user last have machine (100% sure)
    • what did user go next?
    • when/where did user think they lose/leave?who else was there?
    • what did they go next? who else was there?
    • when/where did user realize they not have machine?
    • ask another question if it is still not sure where they leave it.
  • full details of machine including insured amount
• tech staff scan report immediately and email it with small report to tech director, Tech Support Staff, secondary office, security (Somchok, doromae, Khobfa), and CC to the student/user email address
• copy report and give to student
• user must go to security to explain the full story (Somchok).
• Security signs form with time IN and time OUT and sends student to class.
• class teacher can expect to see the form if required when student returns to class
• security prints the form from the email
• security looks through video footage
• if something found on tape, notify sec office VP’s (Helen or Cynthia)
• Sec Office VP’s will meet with Security if required to help analyze tape findings
• when security tape review process is complete, security sends result of video by reply all to above email
• if machine found at any time before or during this process:
  • Machine will be held in tech support for 4 days after student reports loss
  • Inform by reply all to above emails that tablet found.
  • Sec office will make a new individual event in veracross called laptop loss indicating computer found
• within 24 hours, if still not found:
  • Technology Director will fill security findings on the damage form
  • Technology Director will declare the machine lost and inform sec tech personnel, sec office, security (Somchok, doromae, Khobfa), government office with scan of the form
  • Tech Director or tech support will inform parents and student
  • if this is second or third case of loss, sec office will increase the consequences according to disciplinary policy
  • sec office will make a new individual event in veracross called laptop loss.
  • tech support start process to report to insurance company (immediately after informed by tech director). Fill insurance claim form.
  • tech support prepare spare to issue to student in 4 days
  • government liaison office will make police report
  • govt. office files report at police station and gets a police report and submit report to tech support
  • tech support will send police report to insurance company
• 4 days after reporting to tech support, the machine or the spare may be picked up from tech support