Skip to main content

Fitchburg State uses technology to gather information and better understand visitors’ experiences. By continuing to use this website, you consent to this usage in accordance with our Privacy Policy.

Asset Tagging Policy

Definition

This policy is to define procedures associated with the marking of assets managed by the Technology department.

Scope

This policy only applies to equipment purchased with Technology department assistance and with University funding. This policy supersedes any earlier policies regarding these procedures and should be used for all applicable assets purchased after September 1, 2012. Assets tagged under earlier policies but now considered out of scope will be adjusted in the WiseTrack system as inventory is taken or checked.

Summary

Although the Commonwealth has provided direction on tagging equipment costing $1,000 or more, there are reasons why Fitchburg State may want to keep track of equipment that costs less. This policy outlines what should be tagged on campus for devices purchased through the Technology department.

This policy does not provide directions for asset tagging any other equipment on campus or for any other equipment not listed in section V.

Rationale

There are several reasons why we asset tag equipment at Fitchburg State University:

  1. The initial purchase price of the equipment is $1,000 or more. This is mandated by the State’s comptroller office IT20120806 - Asset tagging policy
  2. For workstation refresh purposes. As desktops and laptops age and need to be replaced, being able to readily identify who has the asset and when it is time to replace it necessitates tagging the equipment.
  3. For specific security situations. Some assets may cost less than $1,000, but due to the nature of their use, contain protected or highly sensitive data that may necessitate tracking from the IT security office.
  4. The equipment is loaned out frequently and/or is designed for multi-user mobile usage.

Tagging

Land-line Phone Systems

  1. No equipment shall be tagged except for servers or devices that meet the requirements in IV.1

Mobile Phone Systems

  1. No equipment shall be tagged except for servers or devices that meet the requirements in IV.1

Servers

  1. All servers stored in either the Conlon or Edgerly data center or the main switch room in Condike Science shall be tagged regardless of price.

Workstations & Desktops

  1. Regular workstations and desktop systems are replaced every four years through the University refresh program and should be tagged regardless of initial purchase price.
  2. Thin-clients and kiosk systems are not routinely refreshed and, unless they meet the requirements under IV.1, should not be tagged.

Laptops

  1. Laptops are replaced every three years through the University refresh program and should be tagged regardless of initial purchase price.

Tablets

  1. Tablet computers are not routinely refreshed and are purchased with departmental funding and, unless they meet the requirements under IV.1, should not be tagged.

Printers

  1. No equipment shall be tagged except for servers or devices that meet the requirements in IV.1

Projectors

  1. No equipment shall be tagged except for devices that meet the requirements in IV.1, unless
  2. Any projector that is primarily to be loaned out to individuals on a temporarily basis should be tagged.

Where to Attach Asset Tags

Infrastructure Systems and Devices

If the equipment is primarily back-end infrastructure or is permanently attached to a location, such as servers, printers, projectors, appliances or other equipment not intended to be used primarily by end-users , the tag should be placed in a location that does not interfere with cooling or operations but can be easily seen and scanned.

End User Devices

If the equipment is primarily to be used by end-users, such as phones, workstations, desktops, laptops, or tablets the asset tag should be located on the following areas:

  1. Phones, laptops and tablets: a single tag placed on the bottom of the device when it is opened for use.
  2. Workstations and desktops: may be tagged with one or more tags in locations that do not interfere with cooling or operating the equipment that can easily be seen and scanned.

WiseTrack Fields Used

The following fields in WiseTrack shall be used as applicable fulfill Information Technology inventory tracking purposes. Any other information recorded in WiseTrack should be considered incidental and should not be considered accurate.

Financial Information

  1. Purchase date. Necessary for warranty and refresh calculations.
  2. Purchase price. Necessary for warranty and insurance claims.
  3. Purchase order. Allows us to tie the record to the originating purchase request.

General Information

  1. Bar code. The asset tag number being assigned to this device.
  2. Description. The type of asset.
  3. Category. Groups the assets for searching.
  4. Assigned location. Where the asset is currently.
  5. Last location. The previous location of the asset.
  6. Serial number. Helpful if the asset tag is damaged.
  7. Model name. Helpful for distinguishing the asset during inventory checks.
  8. Model number. Helpful for distinguishing the asset during inventory checks.
  9. Manufacturer. Helpful for distinguishing the asset during inventory checks.
  10. Asset user. The user responsible for the asset.
  11. Departments. Helpful for distinguishing the asset during inventory checks.
  12. Status. Where the asset is currently in any workflow.

Inventory Reconciliation

Annually, a physical reconciliation shall be made of these assets.

  1. This inventory shall be done at the direction of the Chief Financial Officer.
  2. This work shall be performed by persons without normal access to the WiseTrack system. This requirement provides the appropriate segregation of duties between the asset software managers and reconcilers.
  3. If assets cannot be located, electronic means shall be used to determine where they are located.
  4. If assets cannot be located manually or electronically, appropriate action shall be taken as defined by state and University guidelines.
 

Chat with our team

Have questions?
Chat with an expert!
CHAT WITH AN EXPERT

New Chat