This document outlines data cleanup objectives and preparations for both internal and external audits. It discusses cleaning up inventory, deployed assets, assets with multiple support groups, and deleted or disposed assets. Validation steps are provided to ensure accuracy and completeness of asset records for audits, including asset verification with a third party, access reviews, critical field validation, and sample-based disposal evidence checking. Data integrity audits are also mentioned to validate inventory, deployed assets, and invoice matching.

1. Data Clean Up-Preparation for Audits and Audits (Internal and External)
 Data Clean-Up preparation for Audit:
o Data Cleanup: in inventory litigation hold Objective:
 Cleanup and reduce total no. of lit hold workstations retained in
inventory Regionally
 Validate that for each lit hold machine retained in inventory
communication with eDiscovery has been retained and Lit Hold asset
return form completed + attached to CI on work info tab
 Validate that status reason has been set to reserved
o Data Cleanup: In Inventory specific objective for all Ci's where status is in
inventory :
 Used by check: with exception of workstations on lit hold assets
retained in inventory should not retain a used by relationship
 System role check: system role should be blanks for all assets where
status = in inventory
 Status reason check: status reason in line with physical state of asset
in & line with GHAM BMC Status_Status Reason Matrix e.g. not
Decommissioned, Certified but rather deployable, awaiting disposal etc.
o Data Cleanup: Deployed workstation cleanup objective for all deployed
workstations :
 System role needs to be populated
 A used by relationship has to be in place to ID custodianship
o Data Cleanup: multiple AO support groups objective for all CI's retaining
multiple AO support groups:
 Cleanup and reduce total no. of CI's retaining multiple AO support
groups e.g. a CI should only retain 1 AO support organization
 Complete analysis of which asset types e.g. network equipment
structurally retain multiple support organizations and follow-up with
IToE BCoE that automation is corrected going forward
o Data Cleanup: facilitate eFAV Objective for all server, network and printer
equipment for which accounting code is populated / are fix assets:
 Filter out all servers, network equipment and printers where status =
deployed and last scan date = blank or outside last 60 days
 Coordinate resolution together with local AO, server ops, NVS, ADDM
team to ensure last scan is recent and Capital item is ins cope of eFAV
o Data Cleanup: validating completeness and accuracy of accounting code field
Objective for all items appearing on local AO FAL:
 Validate and confirm that each accounting code as it appears on the
ledger can be found in BMC to facilitate 1:1 relationship between ledger
and asset tracking tool
o Data Cleanup: cleanup assets where status = delete Objective for all CI's
where status = delete (soft delete):
 Obtain dataset using BIM KPI 15 = global overview of all CI's retaining
status delete
 Filter out using site code belongs to EAME in combination with last
scan date = inside last month; for each asset included investigate if
status was not incorrectly set to delete
o Data Cleanup: cleanup assets where status = disposed and disposal date =
blank objective for all CI's where status =disposed and disposal date = blank is
to come to disposal date being populated in line with physical disposal
evidence:
 All assets where status = disposed have to have the disposal date field
populated

2. •Audits (Internal, External), Evidence of:
 Asset Verification with Sonangol for Cost Recovery
 Support Group Access Review, Stockroom Access Review
 Critical Field Report
 Controllers Independent Quarter Stockroom Reconciliation
 Litigation Hold Assets and communication with eDiscovery
 Disposal of Asset report as well as a sample of these disposed assets and a picture of
an asset awaiting for disposal
 Missing Assets and status on Asset Management
 Data Integrity Check for Assets in Asset Management:
o Inventory
o Deployed Assets
o Deployed Assets with Blank Values in AM
o Evidence of Invoicing Integrity, matching service entry with PO number, date,
vendor, service description and amount charged for the service