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Asset Management Process

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:

  1. Submit the 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.

  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 for full compliance.

 

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