# 3.1 Asset Management Procedure **Effective Date: March 4, 2025** **Revised Date: March 31, 2025** --- #### **1. Procurement of IT Assets** All IT assets (e.g., laptops, desktops, tablets) must follow the institutional procurement process. For details, refer to the [Technology Purchase Process](https://kb.astate.edu/books/procurement-services/page/technology-purchasing-processes "Technology Purchase Process"). --- #### **2. Initial Setup and Configuration** Once received by Central Receiving, assets are transferred to ITS Hardware Technicians or Campus Technicians for initial setup, which includes: - Installing the standard OS and required software. - Applying standardized configurations per A-State IT guidelines. - Adding departmental-specific software (as approved by IT Security). - Enabling endpoint protection, encryption, and other security settings. - Enrolling the device in the university’s device management systems: - **KACE** (for Dell devices) - **Jamf** (for Apple devices) --- #### **3. Asset Registration in TeamDynamix (TDX)** Technicians must register each asset in TeamDynamix (TDX) with the following details: - Owner - Technician Responsible - Status - Asset Name - Device Specifications / Item Description - ITS Use Info (Serial Number, Model, Supplier, Warranty, MAC, IMEI, etc.) This registration ensures accurate tracking, maintenance, and compliance. --- #### **4. Asset Tagging & Inventory by Property Accounting** After TDX entry: - **Property Accounting** affixes the official asset tag. - Departments should notify Property Accounting **before delivering devices** to the end user so tagging can occur on-site. Contact: **James Riles** – jriles@astate.edu Once tagged, the asset is: - Added to the university asset database - Updated in TDX with inventory confirmation and ownership --- #### **5. Asset Reallocation & Employee Termination** When an employee leaves or changes roles: 1. Submit the [Equipment Update Form](https://services.asusystem.edu/TDClient/35/astate/Requests/ServiceDet?ID=184 "Equipment Update Form"). 2. IT Services or the department collects the asset. 3. Perform security checks: - Remove user credentials - Sanitize data per A-State policy - Reformat/reimage the device 4. Update TDX with reassignment or storage status If a new asset is issued, the status of the previous one (e.g., reassigned, sent to M&R) must be reported to Property Accounting. --- #### **6. End-of-Life (EOL) & Disposal Process** When an asset is no longer viable: 1. Submit the[ Excess Equipment Removal Form.](https://services.asusystem.edu/TDClient/35/astate/Requests/ServiceDet?ID=164 "Excess Equipment Removal Form") 2. IT Services conducts the following: - Final security wipe - Remove & shred hard drives (if applicable) - iPads and other sealed devices are sent to Property Accounting for shredding 3. Update the asset’s status in TDX: - Decommissioned - In storage (if awaiting M&R pickup) Devices are processed through M&R or other approved disposal vendors. --- #### **7. Compliance and Security Review** A-State performs regular audits to ensure asset management compliance: - **Annual Inventory Review** (by Property Accounting) - Every asset is physically verified on a three-year rotating cycle. - Interim years require verification by Dean/Director via updated asset reports. - **Security Monitoring** - Assets are tracked via platforms like **Armis** for unusual network activity. Any discrepancies, security risks, or policy violations are reported to: - ITS - Property Accounting - UPD (if applicable) Departments must also follow the [**Property Accounting Manual**](https://kb.astate.edu/attachments/1231 "Property Accounting Manual") for full compliance.