TEC-S002 Computer Inventory Standard

1.0    SCOPE:  
1.1   This standard applies to all university-purchased computing devices (i.e., computers, mobile devices, servers).

2.0    RESPONSIBILITY:  
2.1    Director of  Technical Services

3.0    APPROVAL AUTHORITY:
3.1    Chief Information Officer

4.0   Standard:

4.1 The Office of Information Technology manages the centralized computer inventory and replacement process. The University must maintain an accurate, detailed, and up-to-date inventory of all assets for audit tracking. This standard establishes the required data elements to be recorded and tracked during an inventory of information technology (IT) assets and when they are inventoried. To do so, the department will record device-specific information as outlined below.

1. General Information:
   • Asset Name/ID: A unique identifier for each asset.
   • Asset Type: Specify whether it's an end-user device, networking device, or server.
   • Location: Physical location of the asset.
   • Department: The department or unit to which the asset is assigned.
   • Responsible Party: The person or team responsible for the asset.
2. Technical Specifications:
   • Make and Model: The brand and model of the asset.
   • Serial Number: A unique identifier assigned by the manufacturer.
   • Configuration Details: Hardware and software configurations.
   • Operating System: The installed operating system and version.
3. Software Details:
   • Installed Software: A list of software installed on the asset.
   • License Information: Software licenses associated with the asset.
   • Patch/Update Status: Information on the latest patches and updates.
4. Ownership and Financial Information:
   • Purchase Date: Date when the asset was acquired.
   • Purchase Cost: Cost of acquiring the asset.
   • Funding Source: The source of funds used for the purchase.
   • Depreciation: Current depreciation value of the asset.
5. Status and Maintenance:
   • Asset Status: Current status of the asset (e.g., in use, in repair, decommissioned).
   • Maintenance History: Record of maintenance activities and dates.
6. Security Information:
   • Asset Risk Level: Level of sensitivity and importance to the organization.
   • Security Controls: Implemented security measures for the asset.
7. Updates and Changes:
   • Last Updated: Date of the last inventory update.
   • Update Frequency: Specify how often the inventory is updated.
   • Change History: Record changes made to the asset information.
8. Retirement/Disposal Information:
   • Retirement Date: Date when the asset is retired or decommissioned.
   • Disposal Method: How will the asset be disposed of
9. Documentation:
   • Attach relevant documentation, such as user manuals, warranties, and service agreements.

Associated Documents

Employee Equipment Replacement Program

INV-002- Upgrading a PC

INV-003-Hard Drive Life Cycle Handling

INV-004- Surplus Equipment Handling

INV-005-Computer Inventory