About
Who can use it?
All Concordians in possession of a digital asset.
Required by law
Mandated by the Government of Quebec, Concordia is required to define, implement, comply with, and report on the progression of the university’s IT asset management (ITAM) program. Concordia’s digital asset management policy, formally the Policy on Computer Provisioning (VPS-32), ensures that our IT assets are recorded, secured, and well-maintained throughout their asset lifecycle.
Digital asset management encompasses a range of activities such as procurement, inventory management, software licensing and updates, compliance tracking, and disposal of assets. The processes and outputs contribute to informed decision-making related to technology investments and utilization, leading to compliance with regulatory requirements and maintained security standards.
Key benefits
Better equipment
Effective Digital Asset Management practices ensure that employees have the equipment and software they need to do their jobs efficiently and effectively. This includes ensuring that hardware and software are up to date, properly maintained, and available when needed.
Reduced downtime
Digital Asset Management helps minimize downtime caused by IT-related issues. When technology assets are properly managed, employees are less likely to experience disruptions due to equipment failures, software crashes, or other technical problems.
Improved productivity
With properly managed technology assets, employees can focus on their core tasks without being hampered by technology-related issues. This improves productivity and helps employees complete their work more efficiently.
Security
Digital Asset Management helps ensure that employees' technology assets are secure, protecting them from cyber threats and data breaches. This provides employees with peace of mind, knowing that their personal and business information is protected.
Cost savings
Effective Digital Asset Management practices can help organizations save money by optimizing the use of technology assets, avoiding unnecessary purchases, and reducing the risk of over-licensing.
Strategic decision-making
Digital Asset Management provides organizations with insights into their technology investments, allowing them to make informed decisions about future purchases and to align their IT strategies with business objectives.
Service availability
24/7
Documentation
Government mandates
Concordia is mandated to implement, and will be audited on the implementation of, an IT asset management policy in accordance with Quebec’s Act Respecting the Governance and Management of the Information Resources of Pubic Bodies and Government Enterprises (G-1.03).
Concordia’s Digital Asset Management Policy fulfills this requirement.
What is an IT asset?
In the context of this policy, Concordia IT assets are discrete or aggregated software, data or hardware components within an IT environment including, but not limited to:
- Computers, servers, mobile devices, tablets, networking equipment, audio-visual equipment, enterprise software licenses, applications, and data solutions owned or contracted for, by the University.
- Personal assets are excluded for the policy. See the policy for the definition.
Who does this apply to?
These processes and procedures apply to all Employees and Students of the University, including all departments and units that utilize University IT Assets, regardless of funding source, and should be complied with. Where any user wishes to request an exception to the applicable process and/or procedures, they should contact us.
Are there exceptions? How are they handled?
The ITAM Policy has a provision for exceptions.
All exceptions must be requested by emailing us, and approved by the Chief Information Officer or delegate.
What happens if we don't employ IT asset management policies?
Failing to properly track hardware and software on a network allows weak points to develop that you don’t know about. These weak points could relate to software not being kept up to date or dated technology that’s no longer secure. These ‘weak points’ become vulnerabilities that can often be easily exploited.