7.3.1 Computer Inventory Management
A. Purpose
To assign accountability for University computer resources and maximize their usage.
B. Persons Affected
All IT related equipment (printers, peripherals, etc.) purchased with University of Texas at Tyler (the "University") funds.
C. Definitions
Surplus: Includes 1) All working and non-working computer-based equipment that is no longer needed by the custodian to fulfill their operational objectives and 2) All computer-based equipment that will not be used within 30 days of a position being eliminated or vacated.
Computer-Related Equipment: Includes computer and peripherals, including: monitors, keyboard, mouse, hard drives, USB drives, software, printers, scanners, and other similar items.
D. Policy
The physical security and proper storage of all Information Technology (IT) related equipment is the responsibility of the custodian in possession of the equipment until it has been retrieved by IT. Once the IT related equipment has been deemed surplus, it is the responsibility of the custodian to initiate an IT request to retrieve the items. When appropriate, an electronic asset transfer form will be initiated by IT and signed/approved by the custodian. Custodians may not reassign computers without IT assistance. It is a violation of this policy for the non-IT custodian to dispose of or redistribute surplus IT related equipment. Only specified personnel within IT are permitted to dispose of or redistribute surplus IT related equipment.
The Department of Information Technology, along with direction from University administrators where appropriate, will be responsible for determining how to redistribute the equipment based on the needs of the University.
E. Review Responsibilities and Dates
The Division Head for this Policy is the Chief Information Officer and this Policy shall be reviewed every two (2) years or sooner, if necessary, by the Division Head or their designee.
APPROVED: 10/2021
AMENDED: 05/2023