Iechyd Da Youth Health Team

Warp It Guidelines for exchanging assets internally

Welcome

Thank you for using Warp It.

Warp It has been designed to help colleagues reuse furniture, equipment and other resources quickly, safely and responsibly. Every successful reuse saves money, reduces waste and helps your organisation make better use of the resources it already owns.

These guidelines explain how to use the platform responsibly and should be read alongside your organisation's policies and procedures.

1. Listing Assets

When making an item available through Warp It, please ensure that the information you provide is accurate to the best of your knowledge.

Where possible you should:

• provide clear photographs;
• describe the condition honestly;
• include accurate dimensions where relevant;
• identify any known faults or missing parts;
• select the most appropriate category and location;
• provide any information that may help colleagues decide whether the item is suitable for their needs.

Accurate listings reduce unnecessary collections and help maximise successful reuse.

Where AI-assisted descriptions or suggestions are provided, you remain responsible for checking the information before publishing the listing.

2. Preparing Assets

Before making an item available, you should take reasonable steps to ensure it is ready for reuse.

This may include:

• removing personal, confidential or commercially sensitive information;
• removing paper records or labels containing sensitive information;
• removing user accounts from electronic devices where appropriate;
• following your organisation's approved data sanitisation procedures for IT equipment;
• ensuring the item can be collected safely.

3. Claiming Assets

Before requesting or collecting an item, you should ensure that it is suitable for your intended use.

Where appropriate, you are encouraged to:

• inspect the item before use;
• ask questions about its condition;
• confirm that it meets your operational requirements;
• arrange any inspections or testing required by your department or organisation before putting the item into service.

If you have any concerns regarding an item's condition or suitability, these should be discussed with the contributing department before collection.

4. Using Assets Safely

Once you have collected an item, your department is responsible for using it safely and in accordance with your organisation's policies and procedures.

Where appropriate, this may include:

• inspection before use;
• electrical testing;
• maintenance;
• installation;
• risk assessments;
• safe storage and operation.

5. Looking After Colleagues

Warp It works best when users work together.

Please:

• communicate promptly with colleagues;
• arrange collections at mutually convenient times;
• collect items when agreed;
• notify the contributor if your plans change;
• mark items as collected where appropriate.

Courtesy and good communication help ensure successful reuse.

6. Responsible Use

You should only list assets that you are authorised to make available.

You must not:

• deliberately provide misleading information;
• claim items on behalf of others without authority;
• misuse the platform;
• upload inappropriate content;
• attempt to interfere with the operation or security of the system.

Your organisation may suspend or remove access where these guidelines are not followed.

7. Privacy and Information Security

Users must always comply with their organisation's information governance, confidentiality and data protection policies.

Personal, confidential or commercially sensitive information should never be intentionally shared through Warp It.

If you believe information has been shared in error, report it immediately to your local administrator.

8. Assisted Features

Warp It may use machine learning to assist with:

• descriptions;
• categorisation;
• estimated values;
• environmental calculations;
• search;
• recommendations.

These suggestions are provided to assist users and should always be reviewed before relying upon them.

9. Working Towards Successful Reuse

Warp It is designed to help your organisation:

• reduce waste;
• save money;
• lower carbon emissions;
• make better use of existing resources;
• support collaboration across departments and sites.

Every item reused makes a positive contribution towards these goals.

10. Acceptance

By creating a Warp It account and accepting these guidelines, you confirm that you:

• are authorised to use Warp It on behalf of your organisation;
• will use the platform honestly and responsibly;
• will provide accurate information to the best of your knowledge;
• will follow your organisation's policies and procedures when listing or claiming assets; and
• understand that your acceptance of these guidelines will be recorded electronically as part of your user account.

If these guidelines are updated, your organisation may ask you to accept the latest version before continuing to use the platform.