Computer Replacement Process 2008
During July and August 2008, Information Technology (IT) deployed computer replacements for the 2008 school year to tech-enhanced classrooms, classroom computer labs, student computing labs, and some available summer faculty and staff offices. With the return of all employees for the fall semester, we are ready to fully distribute new replacement computers to eligible faculty and staff.
In September and continuing throughout December 2008, the following process will occur: faculty and staff will receive a new computer, 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.
Responsibilities
Faculty/Staff (Prior to Installation)
- Request 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 not work-related. You will be solely responsible for the transfer of non-College (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, your install will be re-scheduled to the end of the install appointment list.
Helpdesk Technician
- Deliver, unpack, and connect new computer.
- Transfer personality settings and data from folders; “Favorites”, “Desktop” and “My Documents” to new computer.
- Remove boxes and old computer.
- Connect existing external peripherals (printers, scanners).
- Setup existing network printers.
- Confirm that new computer is working properly.
- Attach 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 hard drive from existing computer and label with user’s name, date and old computer serial number.
Project Manager: Rob Richardson, richardsonr@cofc.edu
- Serve as single point of contact for users and technicians during the installation process.
- Verify scheduling and resolve any conflicts.
Computer Replacement Project Protocol
In order to assure that all faculty and staff receive appropriate and timely support, the following protocol will be followed. Any deviation from this protocol must be pre-approved by the Helpdesk Manager.
- 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, your install will be re-scheduled to the end of the install appointment list.
- The Helpdesk technician will replace only the old computer specified by Information Technology; there will be no exceptions.
- When computers are replaced, the old computer (identified by serial number) specified must be surrendered 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 Helpdesk 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 Helpdesk technicians.
- 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. The U: drive is highly secure and backed up nightly by IT. For directions or assistance, please contact the Helpdesk.
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