• If minor (same building, different room): Update database location, approve
• If major (different building/site): Investigate:
  • Was asset transferred? (check maintenance logs, work orders)
  • Is database location outdated?
  • Could this be a mislabeled asset?
• Action: Update location record if legitimate move, or flag for physical re-check if uncertain

Example: Laptop expected in "HQ Bldg 1 Room 305" but found in "HQ Bldg 1 Room 310"
Resolution: Update location to Room 310, approve (likely user moved offices)

2. Condition Change

What it means: Asset condition reported differs from database (e.g., "Good" now "Poor")

Resolution strategies:

• Review photos: Does damage justify condition downgrade?
• Check date last verified: If years ago, degradation expected
• Assess severity: Cosmetic vs. functional damage
• Action: Update condition field if accurate, note reason for change

Example: Monitor previously "Excellent" now reported "Fair - screen has scratches"
Resolution: Review photo, downgrade to "Fair" with note "Screen scratches observed 2024-01-15", approve

3. Missing Information

What it means: Critical fields (serial number, model, value) are blank or incomplete

Resolution strategies:

• Check submission notes: User may have added details in text
• Review photos: Can you identify model or serial from image?
• Research by identifier: Look up asset in other systems
• Action: Complete fields if info available, or schedule physical re-check to capture missing data

Example: Printer scanned but no serial number or model
Resolution: Zoom in on photo, identify model from label, search CMDB for serial, complete record, approve

4. Duplicate Suspected

What it means: Multiple submissions appear to reference same physical asset

Resolution strategies:

• Compare identifiers: Are they identical or similar?
• Check timestamps: Same user within minutes? (likely duplicate)
• Review locations: Same room in both submissions?
• Examine photos: Visually confirm same asset
• Action: Keep earliest/best submission, reject duplicate(s)

Example: "LAP-0456" scanned at 2:15pm and again at 2:17pm by same user
Resolution: Approve 2:15pm submission, reject 2:17pm as duplicate

5. Unrecognized Asset

What it means: Scanned identifier doesn't match anything in database

Resolution strategies:

• Search manually: Try variations (ABC123 vs. ABC-123 vs. ABC 123)
• Check photos: Is there another identifier visible?
• Contact submitter: Ask if they scanned correct barcode
• Physical verification: Send someone to re-scan or confirm
• Action: Create new asset if truly new, or reject if invalid scan

Example: "XYZ-9999" submitted but not in database
Resolution: Check photo - it's a shipping label, not asset tag. Reject with note "Wrong barcode scanned"

6. Value Discrepancy

What it means: Reported value significantly differs from database value

Resolution strategies:

• Verify source: Is user-reported value reliable?
• Check purchase records: Confirm original cost
• Assess depreciation: Is change justified by age?
• Identify mismatch: Wrong asset matched?
• Action: Update value if accurate, or re-match to correct asset

Example: Database shows $3,000 laptop, user reports $300
Resolution: Check model - it's an old laptop, not the expected new one. Re-match to correct database record

Resolution Workflow for Flagged Items

1. Prioritize: Sort by flag type (tackle easiest first, or highest-value)
2. Investigate: Review submission details, photos, notes
3. Research: Check database, maintenance logs, other systems
4. Decide: Approve with changes, reject as invalid, or escalate for field verification
5. Document: Add resolution note explaining decision
6. Act: Update database fields, approve, or reject

Escalation Options

For flags you can't resolve from desk:

• Schedule physical verification: Send field staff to re-check asset
• Request photos: Contact submitter for additional images
• Consult expert: IT, facilities, or department manager
• Defer to end: Mark "Pending Field Check" and revisit after other items processed

Priority Triage Strategies

Tackle Flagged First

• Rationale: Flagged items are blockers - resolve them to improve completion rate
• Approach: Dedicate first 30 minutes each day to flags
• Goal: Keep flagged queue under 10 items at all times

Sort by Value

• High-value first: $10,000+ asset flags get immediate attention
• Low-value later: $50 office chair location mismatch can wait
• Rationale: Financial risk prioritization

Easy Wins Strategy

• Quick flags first: Location updates (30 seconds each)
• Research-heavy flags later: Unrecognized assets requiring investigation
• Benefit: Build momentum, reduce queue size quickly

Batch Similar Flags

• Group by type: Process all location discrepancies together
• Mental efficiency: Stay in same decision-making mode
• Tools optimization: Open relevant systems once

Bulk Actions for Efficiency

Approve Multiple Verified Items

Use case: 15 new laptops all scanned correctly, just need approval

Process:

1. Filter Pending queue by "New Assets"
2. Verify they're all legitimate (spot-check a few)
3. Select all checkboxes
4. Click "Approve Selected"
5. All move to Verified status

Flag Multiple for Physical Check

Use case: 10 assets have unclear photos, need field re-verification

Process:

1. Select assets needing physical check
2. Bulk action: "Flag for Field Verification"
3. Add note: "Send John to re-scan these on Friday"
4. Export list for field staff

Update Common Fields

Use case: 20 assets all need same category assigned

Process:

1. Select affected assets
2. Bulk action: "Set Category"
3. Choose "IT Equipment - Computers"
4. All updated simultaneously

Documentation Best Practices

Resolution Notes

For every flagged item you resolve, document:

• What you found: "Asset was in Room 310, not 305 as database showed"
• Action taken: "Updated location to Room 310"
• Why: "Confirmed with facilities - user moved offices in December"
• Date & your name: Audit trail

Rejection Reasons

When rejecting submissions:

• Be specific: Not "Invalid" but "Wrong barcode - shipping label scanned instead of asset tag"
• Helpful for users: If they see rejections (standard inventory), they learn
• Audit compliance: Explains decision rationale

Flag Creation Notes

When moving Pending to Flagged:

• Explain concern: "Location mismatch - expected Bldg 1, found Bldg 3. Verify not mislabeled."
• Guidance for resolver: "Check with site manager if this asset was transferred"
• Priority indication: "HIGH VALUE - $15K server"

Performance Metrics

Queue Health Indicators

• Pending queue size: Target: <5% of total submissions
• Flagged queue size: Target: <2% of total submissions
• Average resolution time: Pending = <24 hours, Flagged = <72 hours
• Rejection rate: Healthy: 1-3% of submissions

Processing Pace

• Pending items: 20-30 per hour (quick decisions)
• Flagged items: 5-10 per hour (research required)
• Daily goal: Process at least as many as submitted that day (prevent backlog)

What's Next?

• Review & Process Tab - Quality Control - Comprehensive review process overview
• Tracking Progress & Submission Metrics - Monitor inventory completion
• Common Issues & Solutions - Troubleshooting inventory problems

Getting Help

For assistance with complex flags or resolution strategies, contact the ARMOR Support Team.