Management of TAMUG Computer Assets    

Introduction

Maintaining operational efficiency and security requires updating and replacing outdated computer equipment. This webpage outlines procedures for replacing computers older than five years at Texas A&M University at Galveston (TAMUG).

Objective

To ensures all employees have access to reliable, secure, and up-to-date computer systems. We are recommending replacing computers older than five years which will:

  • Enhance performance and productivity.
  • Reduce security risks and data breaches.
  • Minimize maintenance costs and downtime.
  • Ensure compatibility with new software.

Scope

  • This applies to all computers owned and operated by the TAMUG campus.

Details

1. Replacement Schedule

  • Computers older than five years should be replaced.
  • The Technology Services (IT) department will conduct annual audits and along with physical verification that computers are not being kept past their useful life. If found, the IT department will work with the end user to get the computer processed to be sent to surplus.

2. Budget

  • Departmental budgets should include provisions for replacements.
  • General classroom computers will be replaced using the IT budget.

3. Disposal of Old Equipment

  • Data that needs to be saved will be backed up by the end user before disposal.
  • The IT department will in some cases help with the backup of data before performing a data wipe of the device. (encrypted external media with the backed-up data will be provided to the end user upon request).
  • All replaced computers will be securely wiped before disposal.
  • We ask that faculty and/or staff contact the IT department who will come pick up the device(s) and bring them to the Help Desk.  IT will create a ticket, request department head approval, and once the approval is received, will wipe the computer for surplus.  IT will return the device(s) to the appropriate Business Administrator to finish the process that will send them to surplus.
  • Surplusing old devices will reduce the security risk to campus and will help reduce inventory items to be located and documented during the next inventory cycle.
  • Remember:simply deleting files from your device does not permanently remove the information from your hard drive. You must perform a wipe to permanently erase data.

4. Exceptions

  • In certain cases, computers older than five years may be retained if they pass performance and security assessments.
  • Have a business or research related exception.
  • Exceptions must be approved by TAMUG IT, TAMUG COO, and TAMU Security.

Responsibilities

  • All Departments: Conduct their own annual inventory audits, schedule and fund replacements, and ensure compliance.
  • All Employees: Report issues with outdated equipment and comply with procedures.
  • TAMUG Technology Services: Assists in the identification of computers that are at the end of their useful life. Upon reaching the end of their useful life, surplus computers will be evaluated for potential repurposing within the organization. If deemed unsuitable for further use, they will be responsibly decommissioned (data wipe) and sent to surplus.

Review and Amendments

  • This process will be reviewed annually by the IT department. Any amendments will be communicated to all employees.

References

29.01.03.M0.01 Security of Electronic Information Resources

TAMU Jamf Management Policy

Computing, Printing, and Software - Texas A&M Galveston, TX

Security - Texas A&M Galveston, TX