Lab IT asset inventory

As required by USG policy, and in response to a USG audit, all Georgia Tech IT devices must be maintained in an Institute wide inventory.

Each CoS PI must affirm every computer and network capable device associated with your lab is listed on https://assets.arcs.gatech.edu. Use the “submit an IT asset” or “doesn't belong on your inventory” buttons as needed to request adjustments to the list.

Deans and Chairs will be provided compliance reports.

We fully understand and empathize that compliance with this USG and Institute mandatory policy may be inconvenient or present a challenge. Please reach out to arcs@cos.gatech.edu if you have questions or comments.

As a reminder, IT unit support groups such as ARCS do not provide IT support for non-GT equipment. Requests for assistance on assets not in inventory will be directed to alternative sources.

Frequently Asked Questions:
 

Can my lab manager, research scientist, or grad student, do this for the lab?

Identifying and submitting assets to be added or removed may be delegated to any lab member the PI sees fit. Each PI must directly affirm their lab’s inventory is complete. The https://assets.arcs.gatech.edu interface is available to all CoS employees.

What devices need to be reported?

All computers (desktops, laptops, servers), including micro platforms such as Rasbery PIs, as well as all networking and network capable devices, including printers, instrumentation, and data collection equipment, must be included in the inventory.

In short, an item must be listed if it has a wired or wireless network interface, regardless of if that interface is active.

CoS tech-refresh and select other equipment, such as School funded items to outfit an employee office, will be assigned to the individual or the office and will not be listed on https://assets.arcs.gatech.edu under a PI lab.

My lab is in EBB, what should I do?

Research items physically in the EBB building are inventoried and reported by the EBB IT group (support@ebb.gatech.edu), they will not be visible on https://assets.arcs.gatech.edu. Reach out to EBB IT on how to ensure all EBB equipment is correctly recorded.

The assets.arcs interface reports an asset as non-compliant, what should I do?

The initial priority is ensuring all assets are in inventory. If you are ready to work with us to bring an asset into compliance, please reach out by pressing the “help me get this compliant” button on https://assets.arcs.gatech.edu or emailing arcs@cos.gatech.edu with the asset tag or hostname.

Why is this necessary?

The USG requires asset inventory and endpoint compliance be maintained on all Institute owned IT hardware. Correcting GT’s deficiency found by a USG audit has been made a top priority of the President and Executive Leadership Team. A future phase of the endpoint compliance effort will block all non-inventoried and non-compliant devices from the Georgia Tech network.

What’s next?

Reporting all inventory is one step in the endpoint and audit compliance response. Details will be forthcoming in additional communications as the Institute finalizes the requirements.

With regard to endpoint compliance specifically, all Institute owned devices must have the following or policy exceptions* in place:

• A EULA/Banner on local and remote login windows.
• Idle screen lock enforced at 15 minutes.
• Host based firewalls enabled.
• Centralized log management running.
• A current vendor supported operating system and security updates applied at least every 30 days (patch management).
• The mandatory endpoint management tools (Cortex-XDR, Qualys, ACC, SCCM/JAMF/Salt) installed.

*: it may be necessary to click the policy exception link twice to access the form