Purpose: The purpose of this policy is to define DoIT requirements for computer hardware. Computers are essential equipment for the State. In order to drive compliance and adhere to DoIT standards, all types of computers should be purchased, inventoried, and disposed of using established DoIT procedures. Computers that are purchased with Fiscal funds and need to be supported by DoIT IT staff, must be ordered using the established DoIT procedures. If a need comes up which requires a purchase outside of the established procedures, a ticket must be submitted to DoIT Intake prior to that purchase being made.
Policy Statement: In order to improve the effectiveness, cost-efficiency, security, and maintainability of
state government office computers, and in accordance with Maryland State Law, computers must be purchased
and disposed of using established DoIT procedures. Purchase and disposal of computers through the DoIT
purchasing protocol ensures proper:
security and encryption coding;
coordination of IT support as well as supplier technical support;
integration into DoIT’s life-cycle program;
documentation of warranty coverage;
inclusion and installation of appropriate software packages and ensures the State is not duplicating
existing hardware and software resources;
identification and allocation to appropriate fund source (FY or federally-sponsored project funds);
reviews of when it is appropriate to aggregate multiple computer purchases into a single asset;
use of advantageous pricing and shipping terms through State supplier contracts (i.e.: Dell, Apple);
deletion or “wiping” of the computer hard drive; and
disposal of computers to comply with environmental concerns.
Applicable Law & Other Policy: MD State Finance and Procurement Code Ann. § 3A-301-309. DGS Inventory Control Manual.
Scope and Responsibilities: All executive branch units of state government, except those identified in Maryland Code, SF&P § 3A-302. Agency executives, managers and staff shall ensure compliance with this policy. Chief Information Officers, Chief Procurement Officers, and applicable staff must ensure that the DoIT request process is utilized and approval is obtained prior to making any procurement of office computer hardware or software. Note: there is a separate DoIT policy for agency mobile devices (e.g., smart phones and handhelds), servers, mainframes, and other high-end application or data storage computers, arrays, or networks.
Accountable Assets: Accountable assets are those which are subject to the controls detailed in these policies and procedures. Accountable assets are divided between two categories: Capital Equipment and Sensitive Equipment.
Accountable Officers (AOs): Directors of DoIT operational units or designated supervisory level employees are AOs and perform the duties described in the DGS Inventory Control Manual under Section III.01, B: Duties of Accountable Officers.
Asset Manager: DoIT employees or contractors specifically responsible for the management and administration of the three dedicated reception and storage areas. They are considered AOs for the assets within their storage areas.
Department of Information Technology (DoIT): An executive branch unit of Maryland state government, organized according to Maryland Code, State Finance and Procurement Article, § 3A.
DoIT Intake Process: The DoIT Intake process has been established to provide agencies with a centralized entry point to request support for their IT needs. All IT requests intended for the DoIT intake process should be submitted to DoIT.Intake@maryland.gov.
Policy: A statement of jurisdiction and methods to guide agencies in the management of IT resources and services. Units: All executive branch units of state government, except those identified in Maryland Code, SF&P § 3A-302.
Procurement Requester: The person within an operational unit who makes the formal request for procurement of assets.
Property Officer: Reports directly to the DoIT CFO and performs the duties described in the DGS Inventory Control Manual under Section III, .01, A.: Duties of Property Officers. The DoIT Property Officer also maintains a list of DoIT Accountable Officers.
Receiving Officer: DoIT employee assigned the responsibility of receiving incoming merchandise as a primary or secondary responsibility, and who is not otherwise designated as an Accountable Officer.
Technical Specifications: Provided in Attachment 1
Policy Review: By the DoIT IT Policy Review Board annually or as needed.
Contact Information: Chair, IT Policy Review Board, email@example.com 410-697-9724. The Policy #20-04
steward is the DoIT Director, End User Services.
Signed 20-04 Desktop and Laptop Configuration
The PDF version of this policy represents the authoritative policy document. This PDF version of the policy shall prevail in the event of any inconsistency between the signed policy document and the text presented on this page.