Technology Replacement and IT Asset Lifecycle Management

The purpose of this policy is to establish guidelines for evaluating and replacing technology used by the College. Regular evaluation and timely replacement of technology are essential to maintaining a secure, reliable, and efficient IT environment. Replacing aging or unsupported technology helps ensure continued access to security updates, vulnerability patches, vendor support, and modern functionality that meets the operational needs of the College.

This policy applies to all hardware, software, and Software as a Service (SaaS) solutions that are owned, managed, or supported by the Office of Information Technology and Services. It also establishes a framework for technology lifecycle planning, enabling the College to proactively budget for, prioritize, and manage technology replacements before systems become unsupported, introduce security or operational risks, or no longer meet institutional needs.

All WJC issued technology assets are assigned a unique six-digit asset tag to support accurate inventory tracking and lifecycle management. Asset tags enable the Information Technology Office to maintain current records of equipment ownership and replacement history.

The following items must receive a WJC asset tag when their value exceeds $50:

• Desktop computers
• Laptop computers
• Monitors
• Printers
• Any extra accessories

The following items are exempt from the standard asset tagging process:

• Physical servers and network infrastructure equipment, which are inventoried and tracked separately by the Director of Information Technology.
• Adapters, cables, consumable items, and replacement parts that are not intended to be tracked as individual assets.

The College may issue a laptop or desktop computer to full-time employees, part-time employees, faculty members, or other individuals as approved by the Office of Information Technology and Services.

The following standards apply to College-issued computers:

• Laptops are purchased with a standard three-year manufacturer warranty or maintenance agreement.
• The standard commission period for College-issued laptops is four (4) years.
• The standard commission period for College-issued desktop computers is five (5) years.
• The Office of Information Technology and Services will notify the assigned user approximately six months before the end of the device's commission period to begin the replacement process.
• Upon decommissioning, each device will be evaluated for repurposing based on its age, condition, performance, and intended future use. Devices not suitable for repurposing will be securely disposed of in accordance with the College's disposal and data destruction procedures.

In additional to a WJC issue Laptop, Employees are allowed a number of different accessories to complete their day to day activities. These items include:

• Monitors

• Docking Station

• Mouse

• Keyboard

The Office of Information Technology and Services (ITS) will receive purchase requests from departments or initiate purchase requests when deemed necessary to support the College's operational, instructional, administrative, or security needs. All technology purchases must be reviewed and approved by ITS prior to procurement to ensure compatibility, standardization, security, and long-term support.

Each purchase request will be evaluated based on the following criteria:

1. Existing Inventory: Whether the College already owns the requested equipment, software, or service, or has sufficient quantities available to meet the need.
2. Functional Need: Whether an existing technology solution can perform the same function or has adequate capacity to support the requested use without requiring an additional purchase.
3. Compatibility and Standardization: Whether the proposed purchase is compatible with the College's existing technology environment, complies with established standards, and will not create obstacles for future upgrades, expansion, maintenance, or support.
4. Suitability and Evaluation: Whether the proposed purchase adequately fulfills its intended purpose and has been appropriately researched and evaluated for functionality, reliability, security, vendor support, and total cost of ownership.

ITS may request additional information or recommend alternative solutions when a proposed purchase does not meet these criteria or when a more suitable, cost-effective, or supportable option is available. All technology purchases are subject to available budget and institutional approval processes.

A hardware asset is considered to have reached its End-of-Life (EOL) when one or more of the following conditions have been met:

1. The asset has failed and is beyond economical repair, or the estimated cost of repair exceeds 50% of the asset's replacement value.
2. The manufacturer has discontinued support for the asset, or a manufacturer maintenance or warranty agreement is no longer available.
3. The asset's hardware specifications are no longer compatible with the College's technology environment or are unable to meet current operational or security requirements.
4. The asset has reached the manufacturer's recommended end-of-life or replacement timeframe in accordance with vendor documentation. This applies to all hardware assets, including but not limited to monitors, printers, networking equipment, and peripherals. College-issued laptops and desktop computers are subject to the commission periods outlined in the College-Issued Computers section below.

Hardware assets that have not reached EOL but are decommissioned due to changes in business needs, departmental functions, or role assignments will be evaluated for repurposing. Assets determined to be in good working condition may be reassigned for other appropriate College uses. Assets that are no longer suitable for reuse will be designated for disposal.

All decommissioned hardware containing data storage components will be processed in accordance with the College's Information Security Program and Data Destruction Policy. All storage media will be securely sanitized or physically destroyed prior to disposal. Non-storage components will be inventoried and held for environmentally responsible recycling. The College will coordinate with certified recycling vendors at least every six months, or more frequently as operational needs require.

Hardware that does not contain data storage components and remains in usable condition may, at the discretion of the College, be donated to qualified nonprofit organizations when appropriate.