Devices
Part of Technology purchasing and replacement
Keeping a device replacement schedule
Build a device replacement schedule around support dates, faults and work impact without imposing an arbitrary age limit.
Use a device replacement schedule to set review dates and record decisions, not fixed retirement dates. Each entry should show when someone will check support, condition and work impact. Replace a device earlier when a real risk calls for it; keep a supported, useful one when the evidence supports that choice.
Build the schedule from the device register
Use the asset ID and assignment record already kept for each laptop, desktop, phone, tablet or shared device. The schedule adds a decision owner and review information; it need not duplicate the full custody history.
| Field | What to record |
|---|---|
| Device reference | Asset ID and current user or responsible team |
| Work affected | The task and role that depend on it |
| Support | Operating system, essential software and device support status, with the source checked |
| Condition | Known faults and limits that affect work |
| Next review | Date, owner and reason for that timing |
| Decision | Keep, repair, replace or investigate, with the reason |
A purchase date helps find records, but it is not an expiry date. Equipment can still run after support ends, but it presents greater security risk.
Device Lifespan by Type (Australia)
- Mobile Phones
- 3–4 years
- Tablets
- 4 years
Set a reason for each review date
Schedule a review before a known support deadline, lease decision or period when a device failure would be hard to manage. Bring it forward after a repeated fault, a changed work requirement, a repair quote or notice that essential software will no longer support the setup.
If a support date is unknown, mark it unknown and assign someone to check with the relevant manufacturer or software supplier. Do not copy a date from a similar model or treat an unverified date as a purchasing deadline. Record what was checked and when to revisit the unknown date.
Device Review and Replacement Timeline
- Review Before Support End
- Check OS and software support status with manufacturer or supplier
- Post-Repeated Fault
- Schedule review after multiple hardware or software issues
- Changed Work Requirement
- Review when role or task demands exceed device capability
- Repair Quote Received
- Trigger review if repair cost exceeds replacement value
- Software Compatibility Change
- Review if essential software will no longer support the device
Turn reviews into decisions
At the review, ask whether the device completes its task, receives necessary updates, has recurring faults and can be repaired or replaced before disruption. Move credible replacement candidates into the purchasing process for current quotes and terms. An old price held in a schedule is not an approved budget.
For several similar devices, spread reviews so staff can investigate before a common support change or group of faults creates a rush. If a device stays in use temporarily, record why, who accepted the limit and the next check. An unsupported device needs a prompt risk decision; an arbitrary age alone does not call for an order.
Close each entry after the decision. If kept, set the next review. If repaired, note what work was restored and what remains limited. If replaced, update the device assignment and complete the old device’s data-handling process.
Device Review Decision Checklist
- Completes required tasks?Yes/No – assess performance against role requirements
- Receives security updates?Yes/No – verify OS and software support status
- Has recurring faults?Yes/No – document frequency and impact on work
- Can be repaired without disruption?Yes/No – evaluate repair cost, time and reliability
- Next review date set?Yes/No – ensure continuity of monitoring
Device Replacement Decision Process
- Conduct ReviewAssess support status, condition, and work impact
- Evaluate OptionsDecide: Keep, Repair, Replace, or Investigate further
- Record DecisionDocument reason, owner, and next review date
- Act and UpdateInitiate procurement, data wipe, or repair; update asset register
