Equipment Management

Always consult your department's LAN Manager before Purchasing/Leasing any new IT equipment

All IT-related purchases must be approved by the department's LAN Manager, including laboratory equipment that connects to a computer
Purchasing will only accept paper documents with the LAN Manager's signature, or digitally-signed emails from the LAN Manager with "I approve" or "this has been approved" in the body
IT-related purchases which do not require LAN Manager approval are:
- Stand-alone fax machines
- Consumables like paper, ink, cartridges, CDs, and DVDs
- Peripherals like mice, keyboards, and speakers
Purchasing may also request LAN Manager approval for specialized medical or research equipment if they are unsure whether or not it interacts with a computer or not
Anyone wishing to purchase rather than lease a computer must fill out a Computer Acquisition Request Form and send it to their LAN Manager, who will review the form and seek the appropriate approvals.
Desktop purchases are restricted to models currently on the leasing options list, unless research requirements exceed the capabilities of those systems

All desktop and laptop computers must be leased from the Medical School's computer leasing program except for those:
- funded from an active research grant, or
- those to be used as dedicated research or special task-oriented computers
Anyone wishing to lease a desktop or laptop computer must:
- Fill out the Lease Request
- The different leasing options can be found here

All UTHSCH laptops must be procured from Lenovo, whether leased or purchased.
- If another manufacturer must be used for any reason, it should be documented why Lenovo was not an option.
Any employee who wishes to lease or purchase a laptop rather than a desktop must fill out a Computer Acquisition Request Form
Any laptop to be leased or purchased that is not already a lease option must:
- Meet the Minimum Hardware and Software Requirements
- Have a Computer Acquisition Request Form filled out and sent to Amy Jones for approval

Any employee who wishes to lease or purchase a Mac rather than a PC must fill out a Computer Acquisition Request Form.
Policy Documents for Macintosh:
- MSIT Policies for Macintosh Computing
Procedure Documents for Macintosh:
- LAN Manager Procedures for Macintosh

Hardware and software requirement for Medical School computers can be found here
Removable media such as flash/thumb drives and external hard drives must be encryptable.
This applies to all computers currently in use

Any employee wishing to retrieve computer equipment from surplus must read and fill out a Surplus Removal Policy form and have it signed by:
- His/Her LAN Manager
- The IT Supervisor
LAN Managers will only approve such requests if the department's DMO can verify that there are not sufficient department/grant funds to purchase new equipment.

An MSIT Removal of Leased Equipment Form must be completed.
A copy of the form must be sent to the department's LAN Manager
A copy of this form should be kept by the department's inventory liaison, as well as the person in possession of the removed items

A Temporary Removal of Equipment Form must be completed.
A copy of the form must be sent to Capital Assets Management, via fax or inter-office mail.
A copy of this form should be kept by the department's inventory liaison, as well as the person in possession of the removed items

Notify the department's LAN Manager
Notify Capital Assets Management if the equipment has a UT inventory tag on it
If the equipment is being transferred from one department to another, a Interdepartmental Transfer of Equipment Form must be submitted to Capital Assets Management.

All hard drives must removed before computers are sent to surplus so the drives may be shredded to prevent the leakage of potentially sensitive information
Notify the department's LAN Manager before submitting paperwork to Capital Assets.