Introduction

 

This IT Equipment Asset Management Policy outlines the procedures and guidelines for the identification, tracking, and maintenance of IT equipment at Rockhurst University. The primary objective is to ensure efficient management, security, and accountability of IT assets, including their association with individuals when applicable, software/firmware updates, and tracking through FreshService.

 

Policy Scope

 

This policy applies to all IT equipment, including but not limited to computers, laptops, mobile devices, servers, network hardware, and peripherals owned or leased by Rockhurst University. It encompasses the entire asset lifecycle, from acquisition to disposal.

 

Asset Identification and Tagging

 

  • Barcoding: All IT equipment will be assigned a unique barcode tag for easy identification and tracking purposes.
  • Asset Categories: IT assets will be categorized based on type, department, and location for efficient management.

 

Asset Tracking and Management

 

  • FreshService: FreshService will serve as the central repository for IT equipment tracking and management. Asset information will be recorded and updated in FreshService, including asset type, location, user association (when applicable), and maintenance history.
  • User Association: IT assets will be associated with specific users or departments whenever feasible, providing clear ownership and accountability. When an employee leaves the University, any university purchased laptops, cell phones, etc are to be returned to Computer Services for reimaging and reassignment after being retained for 30 days.

 

Software and Firmware Updates

 

  • Automated Updates: Software and firmware updates will be automated wherever possible to ensure security patches and enhancements are promptly applied.
  • Vulnerability Management: Vulnerability assessments will be conducted regularly to identify and address potential security risks, including outdated software and firmware.

 

Acquisition and Deployment

 

  • Procurement: All IT equipment will be procured through authorized channels and in compliance with university procurement policies. 
  • All technology equipment purchases must have prior approval by Computer Services.
  • Inventory Updates: Upon acquisition, IT equipment will be promptly recorded in FreshService, including details such as purchase date, warranty information, and initial software configurations.

 

Maintenance and Repairs

 

  • Scheduled Maintenance: Routine maintenance schedules will be established to ensure the proper functioning and longevity of IT assets.
  • Asset Repairs: Assets requiring repairs will be promptly reported and addressed through the IT helpdesk. Maintenance and repair records will be maintained in FreshService.

 

Decommissioning and Disposal

 

  • End-of-Life Process: IT assets reaching the end of their lifecycle will be decommissioned following approved procedures.
  • Secure Data Erasure: Prior to disposal or transfer, all data on IT equipment will be securely wiped to prevent data breaches.
  • E-waste Disposal: Disposal of IT equipment will comply with environmental regulations and follow ethical e-waste disposal practices.

 

Policy Compliance

 

  • Non-compliance with this policy may result in disciplinary actions, including but not limited to restricted access to IT assets or university systems.

 

Policy Review and Updates

 

  • This policy will be reviewed annually and updated as necessary to ensure its effectiveness and alignment with industry best practices.

 

Policy Communication and Training

 

  • All university staff and relevant stakeholders will receive training and be informed of this policy to ensure its proper implementation.

 

Responsibility and Accountability

 

  • The IT department is responsible for the overall management and implementation of this policy, including ensuring FreshService's proper utilization for asset tracking.

 

Reporting and Escalation

 

  • Procedures for reporting issues, discrepancies, or concerns related to IT equipment asset management will be established and communicated to university staff.

 

This IT Equipment Asset Management Policy ensures that Rockhurst University's IT assets are effectively tracked, maintained, and associated with individuals when applicable. It also promotes security through software/firmware updates and environmentally responsible disposal practices.