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IT Asset Management Guidelines

Updated

1. Purpose

Establishes guidelines for the proper management, tracking, and security of IT assets within the department, ensuring compliance with UC’s IS-3 policy and minimizing risks associated with data security and asset loss.

2. Scope

These guidelines are applicable to all IT Resources owned, leased, or managed by the department, including but not limited to:

  • Computers, servers, and storage devices
  • Mobile devices (laptops, tablets, smartphones)
  • Network infrastructure (routers, switches, access points)
  • Software licenses and cloud-based services

3. Roles and Responsibilities

  • Unit Head: Ensures IT asset compliance with IS-3 and approves budgets for security measures.
  • Unit Information Security Lead (UISL): Oversees asset tracking, security configurations, and policy enforcement.
  • Faculty, Staff, and Researchers: Responsible for the appropriate use and security of assigned IT assets.

4. Asset Inventory and Tracking

  • All IT assets must be recorded in an IT Asset Inventory maintained by the UISL.
  • Asset records must include device type, serial number, assigned user, location, and Protection Level classification.
  • Annual inventory audits will be conducted to ensure compliance.

5. Security and Access Control

  • IT assets must have disk encryption enabled and be access-controlled (UCSB Secure supersedes IS-3).
  • Devices must be configured according to UC’s Minimum Security Standards before deployment.
  • Lost or stolen assets must be reported to the UISL immediately.

6. IT Asset Disposal

  • Decommissioned IT assets must be securely wiped following UC’s Institutional Information Disposal Standard before disposal or transfer.
  • Electronic waste disposal must comply with environmental and UC policies.

7. Compliance and Review

  • These guidelines will be reviewed annually and updated as necessary to align with IS-3 and other UC security policies. The more detailed and up to date official UC policy can be found here. 

For questions regarding these guidelines, contact the Unit Information Security Lead (UISL) at itcontact@bren.ucsb.edu

 

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