Asset Management

Asset management is a critical component of service delivery in Information Technology. Maintaining and following the proper property management procedures for all computer assets is the key to our ability to provide technical support to computers in a way that is in lined with manufacturer life cycle expectations. This will insure that we maintain all IT assets as productive and available as possible. The following are a few important factors that will contribute to the success of the technology we all depend on. Please follow these procedures always.
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1. All IT assets are the property of York College and must always follow property management processes when these assets need to be moved for whatever reason. These assets are considered electronice equipment and must be operational at all times. The Environmental Health and Safety Office plays a major part in enforcing compliance with all electronic equipment on campus and therefore everyone needs to be aware of the governance these assets. For detailed information on compliance with electronice equipment visit: https://www.york.cuny.edu/administrative/environmental/universal-waste-recycling-produres-and-forms 

2. Under no circumstances are electronice equipment (computers, printers, monitors, fax and copier machines) to be moved without requesting the involvement of Information Technology. Asset tracking is a mandatory process IT must follow and there are very precise procedures which are followed by IT whenever any asset is moved. This information is followed by the Central office and so compliance is mandatory. Planning ahead and notifying IT is in the best interest of York College maintaining a high level of governance compliance with regards to policy cooperation. Contact IT via phone or YConnect whenever any piece of equipment is slated to be moved for any reason. Our databases will maintain a high degree of accuracy allow for better audits which are done on a regular basis from Central.

3. Report all problems with electronic equipment. You should not attempt to repair or resolve issues that arise with any electronic equipment that you rely on to get your work done. Detail records are maintained on the operational efficiencies of all electronic equipment in use on campus and is a critical component of maintaining these records as consistent as possible is our reporting and tracking procedures. Please use established protocols for reporting any issues with electronic equipment.

4. All computing equipment requested for purchases must be pre-approved by IT. CUNYfirst procurement rules are in place that automatically follow this protocol. The reason for this has to do with the need for all equipment to follow some standard configuration rules in order for them to work on the network which is not only monitored by York for a variety of compliance rules but also by Central in order to maintain a safe and secure networking environment. This does not limit the need for special configurations as these can be discuss on a case by case basis but also better prepares IT for any additional work required in order to get any electronic equipment working properly on the network.

5. The life cycle of IT assets are managed by a variety of circumstances which are controlled by the processes and procedures IT follows in order to properly determine the state of any given asset at any point in time. New assets are governed based on warranty expirations, functional capability and standard operational readiness.  If any of these comes to and end the assets will be determined to be salvaged and we must follow a procedure for proper disposal. These procedures for disposal are established by the department of Environmental Health and Safety.  York IT does not control the disposition of assets outside of the governance of this department. Salvage means that the asset may no longer fit the profile for what we consider effective and usable in our environment but may be recycled to fit the needs of environments outside of York. This usually happens to assets which are out of warranty and very old. In some cases an asset may be determined to not be salvageable but infact need to be destroyed due to no longer being viable for use in any environment. This may happen in the case where a refresh cycle does not keep up with existing equipment and there is a need to use parts from salvagable equipment in order to support existing equipment that can still function and be effective even after warranty but needs parts in order to do so. This circumstance may be rare in the near future as we have just updated the entire fleet but was a common practice in order to maintain systems operationally in order to mitigate funding and necessity.

6. All requests for IT assets must be approved first by a department head. Funding for IT assets must also be established before procurement can be secured. CUNYfirst Procurement system has made this process a workflow within each department via the requistion system under the Financial Chain, eProcurement Management module within CUNYfirst.

7. All IT assets must be secured with a password and have the most current virus protection software. Please report any unsecured system to our Service Desk immediately.

8. Administrative access to computers on the York College network is limited to IT service professionals and is prohibited to faculty, students and staff members without the expressed approved consent under very special circumstances by the CIO via a signed request form which needs to be filled out and filed. Requirements needing to be met for this type of security request require a complete understanding of security awareness and all the security policies and procedures which govern CUNY computing systems. Anyone having an administrative account on a local computer is responsible for the security of that system and is subject to discovery should there be a breach on the approved system.

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