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 . 

 

 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: 

 

 

 Submit the Equipment Update Form . 

 

 

 IT Services or the department collects the asset. 

 

 

 Perform security checks: 

 

 

 Remove user credentials 

 

 

 Sanitize data per A-State policy 

 

 

 Reformat/reimage the device 

 

 

 

 

 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: 

 

 

 Submit the Excess Equipment Removal Form. 

 

 

 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 

 

 

 

 

 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 for full compliance.