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Concordia University

IT Services

IT Services

DIGITAL ASSET MANAGEMENT

Digital asset management is a systematic approach that allows Concordia to manage all the university’s IT assets bought with Concordia funds (including those purchased via grants). This includes hardware, software, and other technology-related resources. The goal is to optimize the use of these assets, ensure security and minimize costs throughout their lifecycle.

Failing to properly track hardware and software on a network allows security vulnerabilities to develop. These vulnerabilities could relate to software not being kept up to date or dated technology that’s no longer secure. These ‘weak points’ are often easily exploited and digital asset management aims to prevent that from taking place.

Scope

Many procedures in the guidelines are already in application.

Personal assets, as defined in the policy, are not part of the scope of the 2023 rollout.

To request an exception to the applicable process and/or procedures, please contact us for approval from Concordia's Chief Information Officer (CIO) or delegate.

Understanding the IT asset lifecycle

For each asset type defined within Concordia’s IT asset management program, corresponding procedures are provided per lifecycle phase.

  1. Request & procure
    • All purchases go through standardized processes which are part of Concordia's responsibility to maintain financial & budgetary controls.
  2. Receive
    • Tracking new assets from day one is important to ensure that they are accounted for, properly configured, maintained, and secured throughout their lifecycle.
  3. Deploy
    • IT Support have the responsibility of receiving and deploying the asset securely according to the standard process and procedures.
  4. Maintain
    • IT also ensures that you receive business grade equipment, proper support, extended warranties and upgrades when necessary.
  5. Decommission
    • Sustainability is everyone's goal. IITS manages the evergreen programs to replace existing and aging assets needed for university operations. Assets are wiped clean to avoid data breaches.
  6. Audit
    • Auditing permits improved tracking of assets, better planning, cost control, maintenance, as well as demonstrating our level of compliance with the government.

Tracking assets throughout their lifecycle ensures that everyone can do their work productively with the best tools available.

 
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