9:200-AP1 Enterprise Asset Inventory & Management Procedure
9:200-AP1 Enterprise Asset Inventory & Management Procedure
Purpose
This administrative procedure implements Board Policy 9:200, Asset Management, by establishing expectations for identifying, assigning, protecting, reconciling, and disposing of District technology assets.
Scope
This procedure applies to District-owned, leased, or District-managed technology assets, including:
- End-user devices and peripherals
- Servers, virtual systems, network equipment, wireless equipment, and related infrastructure
- Audio-visual, security, building, and other network-connected technology
- Cloud infrastructure and technology services for which the District has administrative responsibility
- Software, applications, subscriptions, and licenses, as further addressed in 9:200-AP2
- Technology acquired with local, State, federal, grant, or donated funds
Responsibilities
- Technology Department – Maintains the technical inventory, establishes asset management practices, and coordinates technical lifecycle activities
- Business Office – Maintains purchasing and financial records and coordinates authorized disposition when required
- Supervisors and department leaders – Report changes, discrepancies, loss, damage, or other issues affecting assets assigned to their areas
- District users – Protect assigned assets and return them when requested or when District service ends
Procedure
I. Inventory and Assignment
Technology assets shall be recorded before deployment or as soon as practicable after discovery. Inventory records should include, as applicable:
- Unique identifier, serial number, asset tag, or service identifier
- Description, asset type, manufacturer, and model
- Assigned user, location, building, department, or service area
- Acquisition source and date, cost, warranty, and grant information when required
- Status, condition, and anticipated lifecycle
- Management platform, support responsibility, and related service dependencies
- Transfer, repair, loss, sanitization, disposal, and disposition history
Technology assets should be assigned to a user, room, building, department, or service area, as applicable. The assigned user, department, or service area is responsible for supporting the appropriate business use and protection of the asset.
II. Acquisition, Deployment, and Change
Technology purchases and contracts shall follow applicable District purchasing procedures. Proposed technology acquisitions and material changes should be reviewed for relevant technical factors, including compatibility, cybersecurity, integration, capacity, supportability, identity and access management, accessibility of the technical implementation, and protection of District data.
Technology assets should be configured, secured, recorded, and assigned before regular use. Assignment, location, or status changes should be entered promptly in the official inventory.
The Technology Department may condition, delay, or decline connection to District systems when a documented technical or security risk cannot be reasonably mitigated.
III. Discovery and Reconciliation
The District shall use reasonable physical, administrative, and technical methods to identify technology assets and reconcile inventory records. Review frequency may reflect asset value, criticality, mobility, grant conditions, and risk.
Unknown, unauthorized, unsupported, or unsafe devices may be isolated, segmented, disabled, or removed from the network when necessary to protect District systems, data, or operations. The Technology Department shall document the technical basis and notify the appropriate supervisor or department leader when appropriate.
IV. Safeguarding and Maintenance
Technology assets shall be protected throughout their lifecycle through controls appropriate to their risk, including secure configuration, updates, access control, physical protection, backup or recovery measures, and vendor support.
Supervisors, department leaders, and users shall report material changes that affect asset support, risk, assignment, or operational continuity.
V. Loss, Damage, and Discrepancies
Loss, theft, suspected compromise, unexplained inventory discrepancies, and material damage shall be reported promptly to the Technology Department and the appropriate supervisor or department leader.
A suspected information security incident shall also be handled under Policy 9:150 and its implementing procedure. The Business Office, Human Resources, law enforcement, insurance, or the Board Attorney may be involved when appropriate.
VI. Disposal and Disposition
A supervisor, department leader, assigned user, or the Technology Department may initiate review when a technology asset is no longer needed, supportable, safe, or economical to maintain.
Before release from District control, the Technology Department shall, as applicable:
- Preserve District records subject to retention requirements or a legal hold
- Remove District data using an appropriate sanitization method
- Revoke accounts, credentials, certificates, licenses, or management access
- Remove the asset from production and update the official inventory
- Document sanitization and transfer to the authorized disposition process
The disposition of surplus technology equipment shall follow 4:080-AP4, Disposition of District Property Inventories, or any successor procedure. The Technology Department shall not sell, donate, recycle, or otherwise dispose of District property without the required authorization.
VII. Exceptions
Exceptions shall identify the business need, duration, affected assets, risks, required controls, and approving authority. No exception may waive a legal, grant, records-retention, contract, or Board-approval requirement.
Review
This procedure shall be reviewed annually by the Technology Director and Chief Financial Officer or their designees and updated as needed.
Cross-References
2:250, Access to District Public Records; 2:250-AP2, Protocols for Record Preservation and Development of Retention Schedules; 4:060, Purchases and Contracts
4:080-AP3, Inventory Management for Federal and State Awards; 4:080-AP4, Disposition of District Property Inventories; 9:010, Information Assets; 9:100, Information Security; 9:150, Information Security Incident Management; 9:200, Asset Management; 9:200-AP2, Software Asset Management
Purpose
This administrative procedure implements Board Policy 9:200, Asset Management, by establishing expectations for identifying, assigning, protecting, reconciling, and disposing of District technology assets.
Scope
This procedure applies to District-owned, leased, or District-managed technology assets, including:
- End-user devices and peripherals
- Servers, virtual systems, network equipment, wireless equipment, and related infrastructure
- Audio-visual, security, building, and other network-connected technology
- Cloud infrastructure and technology services for which the District has administrative responsibility
- Software, applications, subscriptions, and licenses, as further addressed in 9:200-AP2
- Technology acquired with local, State, federal, grant, or donated funds
Responsibilities
- Technology Department – Maintains the technical inventory, establishes asset management practices, and coordinates technical lifecycle activities
- Business Office – Maintains purchasing and financial records and coordinates authorized disposition when required
- Supervisors and department leaders – Report changes, discrepancies, loss, damage, or other issues affecting assets assigned to their areas
- District users – Protect assigned assets and return them when requested or when District service ends
Procedure
I. Inventory and Assignment
Technology assets shall be recorded before deployment or as soon as practicable after discovery. Inventory records should include, as applicable:
- Unique identifier, serial number, asset tag, or service identifier
- Description, asset type, manufacturer, and model
- Assigned user, location, building, department, or service area
- Acquisition source and date, cost, warranty, and grant information when required
- Status, condition, and anticipated lifecycle
- Management platform, support responsibility, and related service dependencies
- Transfer, repair, loss, sanitization, disposal, and disposition history
Technology assets should be assigned to a user, room, building, department, or service area, as applicable. The assigned user, department, or service area is responsible for supporting the appropriate business use and protection of the asset.
II. Acquisition, Deployment, and Change
Technology purchases and contracts shall follow applicable District purchasing procedures. Proposed technology acquisitions and material changes should be reviewed for relevant technical factors, including compatibility, cybersecurity, integration, capacity, supportability, identity and access management, accessibility of the technical implementation, and protection of District data.
Technology assets should be configured, secured, recorded, and assigned before regular use. Assignment, location, or status changes should be entered promptly in the official inventory.
The Technology Department may condition, delay, or decline connection to District systems when a documented technical or security risk cannot be reasonably mitigated.
III. Discovery and Reconciliation
The District shall use reasonable physical, administrative, and technical methods to identify technology assets and reconcile inventory records. Review frequency may reflect asset value, criticality, mobility, grant conditions, and risk.
Unknown, unauthorized, unsupported, or unsafe devices may be isolated, segmented, disabled, or removed from the network when necessary to protect District systems, data, or operations. The Technology Department shall document the technical basis and notify the appropriate supervisor or department leader when appropriate.
IV. Safeguarding and Maintenance
Technology assets shall be protected throughout their lifecycle through controls appropriate to their risk, including secure configuration, updates, access control, physical protection, backup or recovery measures, and vendor support.
Supervisors, department leaders, and users shall report material changes that affect asset support, risk, assignment, or operational continuity.
V. Loss, Damage, and Discrepancies
Loss, theft, suspected compromise, unexplained inventory discrepancies, and material damage shall be reported promptly to the Technology Department and the appropriate supervisor or department leader.
A suspected information security incident shall also be handled under Policy 9:150 and its implementing procedure. The Business Office, Human Resources, law enforcement, insurance, or the Board Attorney may be involved when appropriate.
VI. Disposal and Disposition
A supervisor, department leader, assigned user, or the Technology Department may initiate review when a technology asset is no longer needed, supportable, safe, or economical to maintain.
Before release from District control, the Technology Department shall, as applicable:
- Preserve District records subject to retention requirements or a legal hold
- Remove District data using an appropriate sanitization method
- Revoke accounts, credentials, certificates, licenses, or management access
- Remove the asset from production and update the official inventory
- Document sanitization and transfer to the authorized disposition process
The disposition of surplus technology equipment shall follow 4:080-AP4, Disposition of District Property Inventories, or any successor procedure. The Technology Department shall not sell, donate, recycle, or otherwise dispose of District property without the required authorization.
VII. Exceptions
Exceptions shall identify the business need, duration, affected assets, risks, required controls, and approving authority. No exception may waive a legal, grant, records-retention, contract, or Board-approval requirement.
Review
This procedure shall be reviewed annually by the Technology Director and Chief Financial Officer or their designees and updated as needed.
Cross-References
2:250, Access to District Public Records; 2:250-AP2, Protocols for Record Preservation and Development of Retention Schedules; 4:060, Purchases and Contracts
4:080-AP3, Inventory Management for Federal and State Awards; 4:080-AP4, Disposition of District Property Inventories; 9:010, Information Assets; 9:100, Information Security; 9:150, Information Security Incident Management; 9:200, Asset Management; 9:200-AP2, Software Asset Management