McGill is required to track and manage its IT assets.
What is IT asset management?
IT asset management involves the tracking and governance of all information technology resources in an organization. It provides information essential to the University's planning through the tracking of McGill's information technology resources. Maintaining an up-to-date inventory of the organization's resources assists the University in remaining accountable to its community and upholding its compliance with public regulations.
What is a McGill IT asset?聽
A聽McGill聽IT asset includes any聽IT equipment (hardware), software, system,聽mobile devices,聽or聽application聽services in the cloud聽that are聽acquired,聽maintained,聽reused聽or聽recycled by聽or on behalf of聽McGill.聽Computer accessories with a value of less than $250聽do not need to be inventoried and tracked as聽IT assets. Any IT asset聽purchased聽through a university fund, including research funds,聽is聽a McGill-owned聽asset and聽their management聽must follow all McGill policies and聽regulations.聽IT assets聽are either fully owned by聽香蕉视频,聽leased on behalf of the聽University, or co-owned as defined by inter-institutional agreements.聽McGill IT assets cannot聽at any point in time聽be co-owned by the University and聽McGill community members.
Why is IT asset management important?
An up-to-date inventory of the University's IT assets and their interdependencies can inform significant decisions concerning future acquisitions and the maintenance of existing assets. This information can help determine how amounts will be allocated to IT investments and how these will be used.
What is the procurement process for IT assets?聽
All IT asset聽acquisitions聽must聽comply聽with聽the聽McGill Procurement聽Policy,聽the聽Policy on the Approval of Contracts and Designation of Signing Authority,聽Expense Reimbursement聽Policy聽and the McGill聽PCard聽Regulation.聽For details, consult University Policies and Regulations | Secretariat - 香蕉视频.
No IT asset can be聽purchased聽using a personal credit card, then reimbursed聽through an expense claim.聽
To聽align with McGill鈥檚 sustainability聽objectives聽and聽as a means聽to聽ensure聽the longevity of its information technology assets, IT Services issues a set of standards for the purchase and reuse of IT equipment at McGill. For more information, consult the IT Knowledge Base articles聽,听补苍诲听聽(login required).
What is the responsible use of IT assets?
罢丑别听Policy on the Responsible Use of McGill Information Technology Resources聽ensures聽that McGill information technology resources are used to advance the mission of 香蕉视频 and to support any related administrative, financial, and operational activities.聽In addition, the Policy聽aims to safeguard the聽security of all McGill IT聽resources聽by establishing the responsibilities of the University and of the University community in聽their use.听听
How do we manage the lifecycle of our IT assets?聽
香蕉视频聽optimizes聽the lifecycle聽of its IT assets, following .聽All IT assets must be inventoried聽and any internal transfers or changes in asset stewards must be recorded in the system,聽to聽maintain聽the inventory鈥檚 accuracy, as per governmental requirements.听听
惭肠骋颈濒濒鈥檚听IT Asset Management聽Regulation聽directs the University towards the sound management, longevity, and optimization of its IT assets.聽The roles and responsibilities of IT Asset Stewards and Technical Stewards聽pertaining聽聽to聽inventory tracking聽can be found in the聽.听听
What is the decommissioning process and responsibility concerning the management of used and end-of-life IT assets?聽
All聽used and end-of-life聽IT assets must be聽managed according to the IT Asset Management Regulation, which prescribes聽media sanitization, the assessment聽of IT assets for聽internal reuse, their redeployment, or external reuse and recycling.聽No IT Asset can be sold聽or kept for personal use at the end of its lifecycle.聽External sales or inter-institutional transfers聽to enable the reuse聽of聽high-value IT assets are subject to聽prior authorizations by IT Services and Procurement Services.聽Used or end-of-life聽IT assets聽must be removed from inventory聽before being sent for聽external reuse or recycling.聽
罢丑别听IT Equipment lifecycle is outlined聽in the聽香蕉视频 IT Asset Management Regulation.聽Details聽concerning the reuse eligibility criteria, data wiping聽requirements,聽and other related processes聽can聽be found in this document鈥檚聽Appendix.听听
Resources
For more information, please view the IT Knowledge Base article聽.
