Stop IT leakage from unused devices, lingering leases/support contracts, and broken offboarding with a practical reclaim sprint.
Primary outcomes:
- Cost reduction: remove “paid but unused” hardware/support and reduce refresh waste
- Risk mitigation: reduce lost devices and access gaps during offboarding
- Carbon impact (optional): better lifecycle discipline can reduce waste, but cost/risk comes first
Top IT leakage patterns
- devices assigned to former employees (not returned)
- “spare” devices counted as “active” and billed in support programs
- leases not ended or assets not returned at term end
- warranties/support renewed without updated asset counts
- shipping/handling and “misc fees” with no documentation
- MSP project charges without approved SOW/PO
30/60/90 reclaim sprint
Days 1–30: Build the reclaim list
- export your asset inventory
- flag assets with no recent user activity / no owner
- identify support contracts billed by count
- build a reclaim backlog and owner assignments
Days 31–60: Execute reclaim + stop billing
- run return/wipe/disposal workflow
- update billing counts with vendors
- dispute any unsupported charges
- document process gaps
Days 61–90: Lock controls
- implement monthly invoice QA against inventory
- implement quarterly reclaim cadence
- add renewal discipline for support contracts
Templates (copy/paste)
1) IT Reclaim Backlog
| Asset ID | Type | Current status | Last seen/use | Assigned to | Action (recover/retire/transfer) | Owner | Due date | Notes |
|---|
2) Support Count Reconciliation
| Vendor | Contract | Billed count | Inventory count | Delta | Expected billing change | Owner | Evidence |
|---|
3) Dispute checklist (IT support charges)
Copyable template (TEXT)
IT Support Charge Dispute Checklist
- invoice line item reference
- contract pricing schedule reference
- inventory count evidence
- requested resolution (credit + updated billing count)
- effective date for correction
- IT Hardware + Managed Services Controls Kit ()
- Device Inventory Reclaim Savings Calculator ()
- Renewal Control Copy Pack ()
- Invoice Integrity Copy Pack ()
- Disputes + Credit Recovery System ()
- Invoice and Change Order Leakage System ()
Definition of Done
- reclaim backlog is executed and billing counts update
- offboarding prevents asset leakage and access risk
- monthly invoice QA against inventory becomes routine