Description
The Office of Information Technology (OIT) at Indiana State University maintains a comprehensive inventory of all laptops, desktops, and tablets purchased through university funding within TeamDynamix. This inventory is regularly updated with the user's details such as name, department, and primary use upon issuance of the device. By accepting a machine, users acknowledge their responsibility for its care and safekeeping.
Maintaining an accurate inventory is crucial for eliminating audit inaccuracies and enhancing overall security. Therefore, it is essential for users to verify computers listed under their name and provide updates as necessary. Examples of changes that should be reported include relocation to a new building or room. If separating from a department or the university list the employee who will take over responsibility for devices issued to student workers, grad assistants, for office use, labs etc.. If a computer is reissued to a new student worker or grad assistant inventory should be updated with the new users name. With that said, we highly recommend the device be brought to the Technology Support Center to be wiped and re-imaged.
When users leave the university or transfer departments, they are required to return their primary and secondary devices to the Technology Support Center (return via IT Equipment Return). These devices will be held for a grace period of 14 days before data erasure to allow for any necessary data retrieval. This process ensures a smooth transition while adhering to data security protocols. Subsequently, all data will be erased, and the machine will be repaired for reissuance.
Standard Features
This service helps facilitate updating asset tracking information such as the following:
- User/Responsible person for the device
- Location
- Purpose or use-case of the device
SLA: You can expect this service to be completed in 2 business days.
Scope/Constraints
A grad assistant or student worker can not be listed as the owner of a device. The owner of a computer or tablet can only be in the name of a current university employee who takes responsibility for the device. For security purposes we ask for the name of any grad assistant or student worker who will be using the device so they can be noted as an authorized user in inventory.
Directions
It is recommended faculty and staff visit and review the list of assets in OIT's Computer Inventory listed under their name. Instructions for locating a list of computers can be found in our How to View Your Assigned Computers and Tablets article.
To submit an update, collect the following and then click the Update Inventory button on this page:
- Property Tag number and model of the equipment
- Name of new users
- Purpose of device
- Department name and Org #
- Building and room number where the equipment will be primarily located/used
Additionally, computer equipment no longer in use should be returned to the TSC by submitting an IT Equipment Return request. This proactive approach ensures that equipment can be put to new use (if appropriate) and inventory remains accurate/up to date.