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BIM.PR.22 — Inventory Management

BİM.PR.22 — Inventory Management Procedure

Document No BİM.PR.22 Version 1.0 First Published 26.04.2026
Owner Group Systems & Server + User Support + Finance
Approver Mehmet ARARAT — IT Director
Legal Basis KVKK Art.12 · ISO/IEC 27001:2022 A.5.9 · BİGDES
Related Documents KYS.POL.01 P30 (Asset Responsibility), KYS.POL.05, BİM.PR.19, BİM.PR.20, BİM.PR.21, BİM.PR.29

1. Purpose and Scope

Ensures that all IT assets (hardware, software, licenses, certificates, domains, cloud accounts) are recorded in the centralised inventory system. No device may be connected to the university network without prior registration.

2. Labelling

  • All devices are affixed with a QR code + barcode label
  • Contents: HKU inventory number, owning unit, registration date
  • SAP Fixed Assets Software + Portal/KBS integrated

3. Inventory Components

Category Management
Hardware (devices) SAP Fixed Assets + BIM User Support
Software licenses BIM Software Development + Software Catalogue (BİM.PR.29)
Certificates (SSL, code-signing) Network & Security Group, calendar-based
Domain names BIM Directorate
Cloud accounts (incl. Google Workspace) Systems & Server
Service accounts BİM.PR.05

4. Physical Count

  • Annual full inventory count (November)
  • Quarterly critical device count (servers, network equipment, mobile device pool)
  • Discrepancy reports are forwarded to the Finance Directorate
  • Aligned with Finance and Quality Management System audits

5. Lifecycle Statuses

Stock → In Preparation → Assigned → Under Repair → Lost/Stolen → Decommissioned → Disposed

6. KVKK

Personal data processed in inventory records (assignee) falls within the scope of KYS.POL.03 and KYS.POL.05.

7. Effective Date

26.04.2026; revised January/July.

Hasan Kalyoncu University · IT Directorate
Osmanlı Mah. Havaalanı Yolu Üzeri 8. Km 27010 Şahinbey/Gaziantep
444 6 458 · destek@hku.edu.tr · destek.hku.edu.tr · portal.hku.edu.tr
KEP: hasankalyoncu.unv@hs01.kep.tr

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