Scope
Provide guidance for selecting laptops, desktops, and similar devices to optimize the devices over the span of their useful life. All equipment purchased for institutional use by Miami faculty, staff, and students should adhere to this device life-cycle standard.
All computing equipment purchased with University funds, including but not limited to E&G accounts, designated accounts, grant accounts, etc are property of the University.
Rationale
- Cost Management: A defined life-cycle helps in budgeting and financial planning by spreading the costs of replacement over predictable intervals, avoiding sudden, large expenditures
- Performance and Productivity: Regular replacement ensures that users have access to reliable and up-to-date equipment, minimizing downtime and productivity losses caused by aging or malfunctioning hardware
- Security: Older devices are often more vulnerable to security threats due to outdated hardware and software. Regular replacements help maintain compliance with security standards and reduce the risk of data breaches
- Standardization: By establishing standards for the types of computers purchased, you can reduce complexity in IT support and maintenance, streamline the setup process, and ensure compatibility across the organization
- Sustainability and Environmental Responsibility: A well-managed replacement and disposal process can help minimize electronic waste and promote environmentally responsible practices, aligning with sustainability goals
Standard
- Purchase Dell or Apple laptop and desktop computers using the standard configurations available in the Workday catalog
- Purchase of at least three (3) years of manufacturer warranty is recommended but not required, with accidental damage recommended, for the device
- New computers are purchased for faculty and staff as their primary computer no sooner than four (4) years
- All equipment must be capable of handling enterprise level management
- All devices must be enrolled in the device management solution, when one exists, appropriate for that operating system, such as MECM or JAMF
- All devices must comply with the Endpoint Detection standard
- When a device is no longer in active use or has exceeded the end-of-life date set by the manufacturer, devices should be returned to the divisional IT staff for proper disposal, re-purposing of old equipment, and application of data security measures, such as data wiping and secure recycling practices
- When the operating system on a device is no longer receiving updates is should be returned to the divisional IT staff for proper disposal, re-purposing of old equipment, and application of data security measures, such as data wiping and secure recycling practices per the Standard: ISO / End-of-Life Operating Systems
Exceptions
Exceptions to any of the above should be reviewed and approved by the divisional IT staff and appropriate department head, such as a director, dean, or vice president.
Appendix
Related policies and standards:
Standard Administration
- Responsible Officer: Vice President for Information Technology & Chief Information Officer
- Contact: Assistant VP for Enterprise Operations
Approval(s) and Date(s)
- Initial Approval: 9 December 2024