Replacement of rental computers

After three years of use, your rental computer will be replaced with a new model, while the old one will be reconditioned and resold through a contracted partner. Here is what the process looks like when it is time for you to replace your computer.

You will receive a newer computer model.

The IT Office will order a new computer that corresponds to the computer you are replacing. If you have specific requests for a different model, please contact your immediate manager, who will forward this to the IT Office.

Are you unsure when it is time for you to replace your computer? Contact Helpdesk, who can check what applies to you. 

The new computer is automatically set up when you connect it and log in for the first time. As the Helpdesk now handles the distribution of a large number of computers on an ongoing basis, you are expected to handle the first login yourself. It is straightforward and you will receive clear instructions.

Returning your old computer

For smooth handling, we ask that you pick up your new computer as soon as possible after ITA has contacted you with details about pickup. Bring your old computer with you when you come to exchange it. Follow the checklist below to make the process as smooth as possible.

Is this your first computer with Windows 11?

The switch may also involve upgrading from Windows 10 to Windows 11 if you do not already have a computer with the newer operating system. The switch is straightforward as the change is not as significant as previous operating system upgrades – however, you may need to review old Office files if you have saved them in old, insecure file formats. Details can be found in the checklist below:

In preparation, you will need to:

  • Make sure you have saved the files you need. If you have local files in the Pictures, Documents, and Desktop folders, make sure you are logged in to OneDrive on your computer so they are synchronised with the cloud. You will then still be able to access them on your new computer.
  • Do you have old Office files ending in .doc, .xls, and .ppt? These cannot be opened in Windows 11. The new, more secure file formats .docx, .xlsx, and .pptx were introduced back in 2007. The old formats have known security flaws and are no longer fully supported in modern systems. To protect our users and IT environments, support has now been completely disabled on our new computers. A guide on how to convert old file formats that cannot be opened in Windows 11 can be found in Self Service.
  • Please return the computer in as good condition as possible – i.e., cleaned and free of stickers other than those that were on the computer when it was delivered. If the laptop is broken or is in poor condition, please notify ITA in advance.
  • Don't forget the charger! For the computer to be considered complete, you must also bring the accompanying charger. If it is missing, there will be an additional cost for KI.
  • Bring a valid ID – your KI access card is not sufficient.

Additional and optional steps

  • Export your saved passwords from Google Chrome (Guide), Firefox (Guide), Microsoft Edge (Guide). These steps will only be necessary if you have chosen to save your passwords but have not logged into the browser with an account that is synchronised.
  • Copy your email signatures and then create a draft with each signature.
  • Copy your sticky notes – preferably in a Word document that you save in OneDrive.
  • Back up your OneNote notebook if you have one, and do not synchronise it with OneDrive: Manual.
  • If you use any of the programmes Statistics, EndNote, Zotero, R, or similar with databases, libraries and references, save the work you need to get started again quickly.

For smooth handling, we ask those of you who have a new computer to pick it up as soon as possible after ITA has contacted you with details about collection. We appreciate your help with this!

More about the rental computer and life cycle management

The replacement of leased computers is an ongoing activity that is carried out on a quarterly basis. The number of computers to be handled per quarter will vary based on how many computers were ordered during the corresponding quarter three years earlier.

Rental service with life cycle management
Windows 11 and an updated client platform
Computer models to choose from (Wisum)