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Office of Information Technology

IT Asset Management

IT Asset Management Program

Activities and business practices relating to the management of software, hardware, and workstation warranty maintenance for the University are called IT Asset Management. This includes the following:

  • Management of physical components from acquisition through disposal, including desktops, laptops, servers, LAN and WLAN electronics, wireless voice, and communications equipment
  • Configuration management
  • Software license management
  • Standardization of images and contractual compliance

Workstation Lifecycle Management

Workstation Lifecycle Management is a coordinated, proactive approach to managing the lifecycle of the AU-owned workstations. This includes coordinating the procurement, image creation, configuration management, maintenance, coordinated replacement, end-of-life secure data removal, reissuance, and green recycling among the different community service providers.

Our primary intentions are to minimize user downtime and to maximize productivity for the AU community including technical support staff.


Workstation Provisioning and Receiving

Workstation Provisioning

The following steps are performed to provision workstations for AU departments:

  1. The Office of Information Technology (OIT) creates and thoroughly tests the standard image for new workstations.
  2. OIT coordinates with Dell and the Procurement & Contracts office to ensure the newly created image is installed on the workstations ordered by AU.
  3. The Procurement & Contracts office notifies the OIT Asset Management team when new requests are received from the AU community.
  4. Orders are placed by the Procurement & Contracts office.


Workstation Receiving

The following steps are performed once the workstations arrive on campus:

  1. New workstations are delivered to the AU Central Receiving location.
  2. The OIT Asset Management team records the workstation asset tags and serial numbers in the IT asset management system database.
  3. The workstations are delivered to the appropriate departments by Support Services.
  4. The local technical support staff will set them up.
    • In the absence of the local technical support staff, requests are sent to the IT Help Desk and an OIT technical support engineer will install the new workstations.

Workstation End of Life & Recycling Process

Once a new workstation has been installed to replace an older machine, the old machine will be picked up by the OIT Asset Management team to securely erase the data from its hard drive before it is recycled.

Green Recycling Options

Green recycling may call for the workstation to be:

  • Reimaged for issuance in a reduced capacity, (such as a kiosk, loaner, or second workstation), if it is in a good working condition and still meets AU's minimum requirements.
  • Dismantled by the IT Asset Management team to be used for spare parts.
  • Discarded in an environmentally-friendly manner.

Recycling Old Electronic Equipment
  1. Send an e-mail to to arrange to have old electronic equipment recycled.
  2. Be sure to include the following information, so the department of Procurement and Contracts and the Office of Information Technology can update the University's IT asset inventory:
    • Equipment brand name
    • Model number
    • Serial number
    • AU inventory bar code number
    • Physical location
    • Contact name and phone number
  3. Arrangements will then be made for the OIT Asset Management team to pick up any computers, wipe the data from their hard drives, and salvage any reusable parts, before sending the remaining electronic waste for recycling.