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IT staff preview enterprise asset‑management policy; board schedules follow‑up
Summary
IT staff presented a draft Enterprise Asset Management policy that would inventory and track city IT assets, synchronize Intune exports into an asset system, set replacement schedules and require certified e‑cycling; the board offered edits and asked staff to return in April.
The board received an initial presentation on a proposed Enterprise Asset Management (EAM) policy intended to improve tracking of city IT assets from procurement through disposal.
Chris said the policy would require unique identifiers (typically serial numbers), asset tags on laptops and desktops, quarterly inventory verification and synchronization of mobile devices from Intune into the asset inventory. He said the city now keeps software and hardware inventories tied to a third‑party service‑desk and asset system and is moving from ad hoc spreadsheets to a consistent asset lifecycle approach. "Enterprise Asset Management is the process of procuring, identifying, tracking, maintaining and disposing of an asset owned by an enterprise," he said.
Staff described replacement cycles tied to state contracts (a four‑year warranty and a six‑year replacement cadence for many laptops), encryption practices (BitLocker), and certified e‑cycling with certificates of destruction for disposed drives. The board raised record‑retention questions and asked staff to add distinct asset states for lost or stolen equipment and to confirm legal retention timelines; staff accepted those edits and will return with a revised draft in April. No action was taken.
What’s next: staff will adjust the draft policy to clarify disposal/retention language and bring a revised policy back to the board for consideration in April.
