IT Foundational Policy: Hardware/Infrastructure (IT 100-000)

1.0 Purpose

The purpose of this policy is to define the standards and guiding principles for the management and oversight of IT hardware and infrastructure at Baker College.

2.0 Definitions

Acceptable Use Policy (AUP) - An Acceptable Use Policy (AUP) is a formal set of rules and guidelines that define how users are permitted to access and use an organization’s information systems, networks, internet, email, and other technology resources.  An AUP outlines acceptable behaviors, prohibited activities, and user responsibilities to ensure that technology resources are used safely, ethically, and in compliance with legal, regulatory, and organizational requirements.

Data Center - A Data Center is a dedicated facility used to house an organization’s critical computing infrastructure, including servers, storage systems, networking equipment, and other IT resources. A Data Center provides a secure, controlled environment with systems for power supply, cooling, fire suppression, and physical security to ensure continuous, reliable operation. Data centers are designed to support high availability, data protection, and efficient management of large-scale information processing and storage.

End of Service (EOS) - Refers to the point in time when a product, system, or service is no longer supported, maintained, or provided by the vendor, manufacturer, or service provider.

Enterprise Application Services (EAS) - A specialized group within an organization responsible for the management, support, and optimization of enterprise-level software applications and services that are critical to business operations.

Infrastructure Security and Support (ISS) - A specialized group within an organization responsible for ensuring the security, stability, and operational support of the organization’s IT infrastructure.team.

Intermediate Distribution Frame (IDF) - A cable rack or distribution point within a building that connects and manages telecommunications wiring between the Main Distribution Frame (MDF) and end-user devices.

Main Distribution Frame (MDF) - The central point of interconnection for telecommunications and network cabling within a facility. A signal distribution frame or cable rack used to interconnect and manage communication wiring between itself and any number of Intermediate Distribution Frames (IDF).

Service Level Agreement (SLA) - A documented commitment between a service provider and a client that defines the expected level of service, performance standards, and responsibilities of both parties.

Technology Services and Support (TSS) - A group within an organization responsible for providing technical assistance, maintenance, and user support for the organization’s technology resources, including hardware, software, and related services.

3.0 Scope

This policy applies to all individuals involved in the management, procurement, and use of IT hardware and infrastructure at Baker College.

4.0 Policy Statement

Baker College is committed to maintaining a standardized, secure, and efficient IT hardware and infrastructure environment to support academic, administrative, and operational goals across the institution. All IT hardware acquisitions, deployments, and decommissions must align with institutional priorities, compatibility requirements, and established life cycle expectations.

Enterprise and campus-specific hardware must be evaluated for interoperability, sustainability, and adherence to institutional standards. Standardization of hardware across the enterprise is required wherever feasible to ensure consistency in support, maintenance, and performance.
All IT hardware is considered an institutional asset and must be managed accordingly throughout its life cycle. This includes ensuring proper inventory management, secure data handling, and compliance with manufacturer specifications, relevant internal policies (e.g., Acceptable Use Policy), and end-of-support (EOS) timelines.

Hardware life cycles are governed by a combination of manufacturer guidance, system compatibility, and institutional requirements. Decisions regarding repair, replacement, or upgrade of hardware assets must be made based on the Equipment Life Cycles criteria defined below. The reuse or repurposing of obsolete or unsupported hardware is not permitted where it may compromise system integrity, security, or supportability. Any exceptions must align with institutional policies and receive CIO approval.

The College is committed to environmentally responsible disposal of hardware assets. Disposal methods must reflect institutional values and may include donation to qualified recipients, recycling through certified vendors, or other options approved by Information Technology leadership.

5.0 Procedures

Hardware Procurement

Enterprise Hardware

• The Infrastructure Security and Support (ISS) and Technology Services and Support (TSS) departments are responsible for managing enterprise hardware procurement.
• All enterprise hardware must conform to standardized models and configurations whenever possible to ensure system compatibility and streamline support.

Administrative and Academic Hardware

• Campus-specific hardware procurement is managed by the TSS department.
• Hardware that is to be purchased or received via donation must be submitted and approved through the process documented in the Technology Requests Policy (IT 200-007) before acquisition or installation.
• Standardization across the enterprise is encouraged to ensure compatibility and efficiency.

Hardware Installation and Removal

• Installation and removal of enterprise hardware are managed by the ISS department.
• Installation and removal of campus-level (academic/administrative) hardware is managed by designated IT personnel.
• All servers, networking hardware, and endpoint devices must be added to the hardware inventory upon installation.
• Hardware decommissioning must follow IT-sanctioned procedures, including secure data sanitation protocols for all drives and memory components.

Hardware Use and Maintenance

• All hardware must be used in accordance with Baker College’s Acceptable Use Policy (AUP).
• IT is responsible for determining whether a hardware device is to be repaired, upgraded, or replaced, based on cost-effectiveness, availability of parts, system compatibility, and the criteria defined in the Equipment Life Cycles.

Equipment Life Cycle Management

• Hardware life cycles are guided by:
  • Manufacturer’s End of Support (EOS) date
  • Internal lifecycle criteria
  • System compatibility and performance factors
• Obsolete hardware (i.e., past EOS) must not be repurposed to expand the number of supported technology devices.
• Any exception to the Equipment Life Cycles documented below must be approved by the Chief Information Officer (CIO).

Equipment Life Cycles

6.0 Responsibilities

Information Technology (IT)

• Maintain a secure, efficient, and standardized IT hardware and infrastructure environment to support institutional goals.
• Manage the acquisition, inventory, and disposal of IT hardware in compliance with established policies and life cycle criteria.
• Ensure all hardware installations, removals, and decommissions follow approved procedures, including secure data sanitation.
• Determine hardware repair, upgrade, or replacement based on cost-effectiveness, system compatibility, and life cycle standards.

IT Leadership

• Oversee exceptions to standard hardware life cycle policies as needed.
• Authorize hardware disposal methods that align with institutional values and environmental standards.

Faculty and Staff

• Consult with IT before accepting donated hardware or initiating new hardware acquisitions.

7.0 Citations & Related Information

Document A: Technology Requests Policy (IT 200-007)

Document B: Acceptable Use Policy (IT 400-011)

Document C: Technology Equipment Sanitation & Disposal Policy (IT 100-002)