The 5-Point Checklist for Securely Procuring New Laptops and PCs for Your Team

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The procurement process of new laptops and PCs for your team can be difficult. Budget, performance, and security must all be balanced while trying to avoid costly mistakes. A single mistake in the procurement process can introduce expensive risks, from data breaches to compliance violations. 

Getting it right from the beginning keeps future troubleshooting and emergency patches to a minimum. This five-point checklist gives you a simple framework to follow.

1. Align the Purchase with Business Needs and Security from the Start

Before reviewing any product specifications, you need to understand the “why” behind your purchase. Modern IT procurement is a strategic function, not just a back-office task. Every purchase should directly enable your team to innovate and perform at their best.

Start by defining goals. Is this for a new remote team that needs high portability and long battery life? Or do you require a PC with a powerful graphics card for the design department? Work closely with the hiring manager or department head to outline the specific software, tools, and performance requirements for the role. 

This collaboration prevents you from buying underpowered machines that hinder productivity, or overspending on expensive features that will never get used. You are not just buying hardware, you are investing in a tool that enables your business to function.

2. Vet Vendors and Establish Secure Configurations

Choosing the right vendor involves more than just getting the lowest price. Your organization’s security is only as strong as your weakest vendor. Data breaches caused by third-party vendors can be costly and damaging, so it’s crucial to vet each integration carefully. That’s a risk you don’t want to take lightly.

A vendor evaluation checklist must be considered to ensure safety. Look into:

  • Security Certifications: Look for vendors that adhere to recognized standards like ISO/IEC 27001.

  • Data Protection Practices: Understand how they handle your data and the security safeguards they have in place.

  • Reliability and Support: Check that their customer service is prompt and reliable.

Once you’ve selected a vendor, the next step is securing the device. New devices often come with pre-installed software, or “bloatware,” which can reduce performance and introduce security risks. Your first move should be to remove it. For enterprise fleets, the most effective approach is deploying a company-approved OS image with preconfigured security settings and essential applications.

3. Implement Core Security and Management Tools Immediately

A new computer remains vulnerable until its core defenses are activated. Implementing essential security measures before the device reaches your employee is critical.

A multi-layered security approach should be built into every setup:

  • Endpoint Protection: Protect devices with enterprise-grade antivirus, managed centrally for maximum effectiveness.

  • Firewall Enforcement: Keep firewalls active and apply company-specific rules.

  • Access Control: Enable MFA and role-based access.

  • Device Management: Use MDM tools to secure, monitor, and manage all company devices, especially those in remote setups.

4. Integrate Compliance and Data Protection Policies

Your new hardware must meet industry regulations from the start. Integrating these requirements into your procurement and setup process is far easier than trying to achieve compliance after the fact.

Identify which frameworks govern your data. Companies handling credit card information must apply the Payment Card Industry Data Security Standard (PCI DSS). Similarly, data privacy laws such as the CCPA and GDPR set high standards for how personal data is handled and protected.

As part of effective data management, conduct a thorough risk assessment. Identify where and how confidential data is stored and processed, then use these insights to create clear data handling policies and implement technical controls, such as encryption for data both in transit and at rest on new devices.

5. Plan for the Full Asset and Employee Lifecycle

Secure procurement takes into account the entire lifecycle of each asset, giving equal attention to both people and technology. Since 95% of cybersecurity attacks occur due to human error, systematic training is imperative. An effective lifecycle consideration should address these two things.

Asset Lifecycle Management

  • Deployment: Install required business applications automatically for consistency and ease.

  • Backup: Use cloud or on-premise backups ahead of time to safeguard data and ensure business continuity.

  • Recovery: Build an OS recovery drive for instant system recovery following catastrophic failures.

  • End-of-Life: Enforce safe data wiping and environmentally responsible hardware disposal procedures.

Employee Onboarding and Training

A new employee should receive their laptop only if it is preconfigured with all necessary security and software. Additionally, they should receive training on essential security protocols on their first day.

Training shouldn’t be a boring one-time lecture. It should be engaging and ongoing. It should cover your company’s security policies, phishing attempt recognition, and proper data management practices. 

Let BrainStomp Be Your Guide to Secure Technology

If managing procurement feels overwhelming, you don’t have to tackle it alone. BrainStomp is here to guide you through the entire process, helping you build a modern office IT foundation that makes secure procurement and device setup seamless and repeatable.

Ready to eliminate IT insecurity? Contact BrainStomp today and start the conversation about strengthening your technology procurement process from start to finish.