IT Hardware Asset Management: 9.13

ADMINISTRATIVE PROCEDURES

PURPOSE

This procedure outlines guidelines for the lifecycle management of Hillsborough Community College’s

Information Technology Assets (IT Assets) and the responsibility for properly caring for these assets.

The goals of this procedure are to ensure HCC employees:

1. Serve as effective stewards of the College’s IT assets by tracking and managing the IT Assets.

2. Maintain an accurate IT Asset inventory to optimize usage and workplace productivity.

3. Standardize supported models and configurations for simplified technical support and maintenance requirements.

4. Ensure that IT Assets are properly reallocated and disposed of at the end of the asset life.

PROCEDURE

Every department or unit must adhere to the guidelines stated in this policy to acquire, record, manage, and dispose of College IT Assets. While the College may assign an IT Asset to a faculty, staff member, or public area for academic or administrative use, the asset remains the property of the College throughout its lifecycle, from initial acquisition and provisioning until the end of its useful life.

The College provides employees with computers and accompanying peripherals to perform their jobs. Computers will be refreshed on a schedule based on the available budget for the refresh process. Departments cannot purchase computers using general funds. Departments can purchase computers using grant funds by obtaining prior approval from the VP of Information Technology or designee. Departments are responsible for following the College’s refresh cycle to refresh grant-purchased computers if the grant is terminated before the next refresh cycle.

General Guidelines

• OIT will maintain an accurate and up-to-date inventory of all IT hardware assets, including relevant details such as asset type, make, model, serial numbers, locations, and ownership status. The HCC warehouse will assign unique identifiers or asset tags to each hardware asset to facilitate tracking and identification.

• An employee will be provided with one computer. In certain situations, more than one computer may be assigned to an employee with prior approval from the VP of Information Technology or the College President.

• OIT implements standard computer configurations to provide the best possible support for college users. Refreshed computers will utilize this standard configuration.

  o Computers that do not comply with the standard configuration must be approved for by the VP of Information Technology

• Computers will be refreshed with like-kind configurations (for example, a desktop will be refreshed with a similarly configured desktop). Requests to refresh a computer with a different type will require justification and approval by the department head or budget manager and the VP of Information Technology

• The assigned faculty or staff member must immediately notify the Department of Public Safety, the Office of Information Technology, and relevant local authorities of any lost or stolen computer.

• Inventory corrections, such as missing IT Assets, reassigned IT Assets, or changes to the IT Asset’s purpose or usage, should be reported to OIT.

• Annual inventory of all IT assets will be performed by the Warehouse and Property Control department.

Loans and Transfers

To other College departments - Before transferring technology assets among organizational units within the college, the asset must be secured in a manner consistent with the nature of the information stored on the asset. If the asset contains sensitive information, the asset must have the data sanitized or encrypted before transferring the asset.

To organizations external to the College - Before lending technology assets to organizations external to the College, The VP of Information Technology must approve the request. The assets must be sanitized so that any sensitive data stored on the asset is protected against the unauthorized disclosure of information. Any software that, by the terms of its license, is limited to use by the College must be removed before transfer.

Disposal

Data storage devices must be disposed of per the Computer Media Disposal Administrative Procedure at the end of the asset's lifecycle.

Violations.

Violations of this policy will be subject to the College's disciplinary process.

HISTORY

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