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Computer Replacement

Each year Information Technology replaces the oldest, most ‘electronically risky’ personal computers at the College. ALL College personal computers are eligible for replacement: faculty, staff, lab, classroom, research, and so on. Eligible computers are those that that are currently in use by an individual and on the network. The overarching goal of the program is to maintain reasonable currency of the deployed computers, and to secure the College network and the information resources connected to it. Below is the process that will be followed to reach that goal.

Faculty and staff will receive a new computer as their old ones become eligible for replacement and funding is made available, files will be transferred from the old computer to the new one, and the old computer will be removed. In addition, the hard drive from the old computers will be removed and held in a secure location for 4 weeks. During the 4 week period faculty and staff will be able to recover critical files absent from their new computer from the old hard drive. After the 4 week period, the data will be permanently destroyed per state guidelines.

In order for this process to run smoothly, the following responsibilities and protocol must be met by each group.

Computer Replacement Process 

Responsibilities

FACULTY/STAFF (PRIOR TO INSTALLATION)

  • Furnish preparatory information to PC Replacement (PCR) install technician when requested in advance
  • Work with PCR install technician to set a convenient date and time for the delivery and set up of your new replacement computer
  • Gather all College work-related, non-standard application and hardware disks and license keys that need to be reinstalled on the new computer
  • Make a personal copy (using a personal USB Flash drive or other device) of any files or applications that are non-College or non-work-related
  • You will be solely responsible for the transfer of non-College, non-work-related files to the new computer
  • You or your designee must be present at the scheduled installation date and time to provide access to your computer. If no one is available on the day and time of the scheduled appointment, your install must be re-scheduled to the end of the install appointment list

PC Replacement (PCR) Technician

  • Deliver, unpack and connect the new computer
  • Transfer personality settings and data from folders, such as Favorites, Desktop and My Documents to new computer
  • Remove boxes and old computer
  • Connect existing external peripherals (printers, scanners)
  • Set up existing network printers
  • Confirm that new computer is working properly
  • Verify installation of CofC Asset tag, document location and user information.
  • Provide user post-install worksheet with details of work performed
  • Fill out Change of Accountability forms for all systems and update IT inventory
  • Remove old computer to PCR offices for surplus preparation
  • Remove hard drive from old computer, label with user’s name, date and old computer serial number and hold for 30 days in secure location
  • Surplus old computer (furnish department with copy of COA – surplus verification)
  • After 30 days, degauss (wipe clean) old hard drive and send to surplus for destruction

Computer Replacement Project Protocol

In order to provide all faculty and staff appropriate and timely support throughout the PC Replacement Process, the following protocol will be followed. Any deviation from this protocol must be pre-approved by the Computer Replacement Program Manager.

  • You or your designee must be present at the scheduled installation location, date and time to provide access to your computer. If no one is available at that time, your install will be re-scheduled to the end of the install appointment list
  • The PCR technician will replace only the old computer specified by IT-PCR (identified by serial number); there will be no exceptions
  • At the time the new computer is installed, the old computer being replaced (identified by serial number) must be surrendered to the PCR technician for surplus
  • All replacement computers will be loaded with a standard CofC image (operating system, application software, virus protection, etc)
  • CDs and license keys for College work-related non-standard specialized software must be provided at the time of installation by user
  • Faculty and staff, and not the PCR technicians, are responsible for copying non-work-related software and personal data to an external USB drive prior to the new installation. Non-work-related software and personal data will not be reinstalled or moved to the new computer by the PCR technician
  • New computers will not be configured to automatically copy the contents of the "My Documents" folder to the College network storage server in the Data Center (U: drive) for back-up. You are strongly encouraged to save critical College-related files to your U: drive on a regular basis and in particular, prior to the installation of a new computer. The U: drive is highly secure and backed up nightly by IT. For directions or assistance, please contact the IT-Helpdesk at 843.953-3375
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