Chapter 4 – Information Technology

The California Department of Corrections and Rehabilitation (CDCRCalifornia Department of Corrections and Rehabilitation or the department) shall maintain an accurate inventory of its Information Technology (ITInformation Technology) equipment, peripheral devices, and software. All purchased ITInformation Technology equipment shall concur with the technical specifications contained in the State Administrative Manual (SAMState Administrative Manual), section 4989.3. All ITInformation Technology hardware shall be inventoried at the time of installation, identified with a CDCRCalifornia Department of Corrections and Rehabilitation property tag, if applicable. The department shall ensure ITInformation Technology equipment does not sit idle pending procurement activities, and instead be implemented expeditiously for the benefit of CDCRCalifornia Department of Corrections and Rehabilitation’s mission and the proper oversight of taxpayer dollars.

The purpose of this policy is to ensure that CDCRCalifornia Department of Corrections and Rehabilitation is in compliance with SAMState Administrative Manual, section 4989.3, and to provide departmental administrators with an accurate listing of their ITInformation Technology equipment resources. There shall be a biannual reconciliation of the ITInformation Technology inventory to update for changes in the system. This policy establishes the asset ownership for all ITInformation Technology equipment acquired by any CDCRCalifornia Department of Corrections and Rehabilitation division or project that will be identified and documented by the CDCRCalifornia Department of Corrections and Rehabilitation Enterprise Information Services (EISEnterprise Information Services (formerly Information Services Division)).

The local information asset custodian or designee shall be responsible for maintaining an accurate ITInformation Technology equipment inventory for the corresponding division, facility or parole region. Inventories shall be forwarded no later than April 1 and October 1 of each year to Deputy Director of Operations, who shall be responsible for the coordination, compilation, and retention of the departmental ITInformation Technology equipment inventories and useful life-cycle schedule.

The ITInformation Technology inventory shall include the following data elements:

• Primary Location: division/branch, facility, or parole region where equipment is located.

• Secondary Location: unit or office where equipment is located.

• Brand of Equipment: monitors, keyboards, printers, etc.

• Model Number: monitors, keyboards, printers, etc.

• Serial Number: monitors, keyboards, printers, software, etc.

• Ownership: whether CDCRCalifornia Department of Corrections and Rehabilitation or specified other owns.

• Version Number: software.

• Date of Acquisition: date equipment was received.

• Date of Installation: date equipment/software was installed.

• Date of Relocation: date equipment/software was relocated.

• Relocation Location: unit or office where equipment has been relocated.

• Signature: signature of the local ITInformation Technology personnel, or designee, or the ITInformation Technology personnel’s supervisor.

ITInformation Technology equipment purchased for use within the department’s EISEnterprise Information Services (formerly Information Services Division) ITInformation Technology services is a CDCRCalifornia Department of Corrections and Rehabilitation asset, not owned by the individual division, unit, or project that funded the purchase.

• Exceptions include:

  • Equipment participating in non-routed communication and attached to the CDCRCalifornia Department of Corrections and Rehabilitation network. Examples of these types of equipment are networked printers and scanners, security cameras, et. cetera.

  • Equipment tied to State or Federal funding that requires the asset to be used exclusively for a one-time purpose.

• When a reorganization occurs or a project is cancelled or completed, all the ITInformation Technology equipment utilized is entered into the CDCRCalifornia Department of Corrections and Rehabilitation general EISEnterprise Information Services (formerly Information Services Division) ITInformation Technology inventory.

  • The CDCRCalifornia Department of Corrections and Rehabilitation division responsible for the unit or project will be given first right of refusal to select new placement of the recovered equipment if there is an immediate use case for its redeployment.

  • Redeployment of ITInformation Technology equipment is not always necessary or possible, and therefore not guaranteed.

Facility infrastructure services such as electrical infrastructure, cooling systems, fixed uninterruptible power supplies, and plant ITInformation Technology infrastructure (e.g. plant fiber optics, plant copper data cables) installation costs cannot be recouped (exceptions may exist with certain contracts). EISEnterprise Information Services (formerly Information Services Division) will not be responsible for the costs associated with redeployment of recovered ITInformation Technology equipment assets requiring new facility infrastructure.

EISEnterprise Information Services (formerly Information Services Division) is responsible for:

• ITInformation Technology development and enforcement standards.

• ITInformation Technology assets and service procurement approval.

• ITInformation Technology inventory control.

• ITInformation Technology refresh deployment and configuration.

• Configuration and management of ITInformation Technology assets.

• ITInformation Technology security standards.

• ITInformation Technology customer support for CDCRCalifornia Department of Corrections and Rehabilitation employees.

  • Direct ITInformation Technology customer support is not provided by EISEnterprise Information Services (formerly Information Services Division) staff to incarcerated persons. However, instructors or other CDCRCalifornia Department of Corrections and Rehabilitation staff may request and receive support for ITInformation Technology services and assets used by the incarcerated population.

CDCRCalifornia Department of Corrections and Rehabilitation divisions are responsible for:

• Identification of business needs and expected outcomes from ITInformation Technology services and systems.

• Funding procurements for ITInformation Technology assets needed for the division’s specific efforts and projects.

  • Exceptions may occur where a Budget Change Proposal (BCPBudget Change Proposal) may be the funding source initiated by EISEnterprise Information Services (formerly Information Services Division) on behalf of the department for ITInformation Technology services and assets.

    • Fair Share may be a funding source based on prior negotiation and addition of the asset type to the Fair Share yearly allotments as approved by EISEnterprise Information Services (formerly Information Services Division), the Budget Management Branch (BMBBudget Management Branch), and appropriate department stakeholders.

    • Replacement of damaged equipment due to negligence.

      • If ITInformation Technology equipment is damaged due to negligence of the division/site to maintain a clean and controlled environment (e.g. water damage from a leaking roof, water damage from pipe bursts, local staff damage due to mishandling, electrical damage to facility wiring, etc.) replacement of the damaged equipment will be the responsibility of the division/site.

Third parties are responsible for:

• Procurement of department-approved ITInformation Technology assets and services including initial maintenance and licensing for deployment.

  • Ongoing maintenance and licensing should be included, when possible, for the length of the third-party engagement with CDCRCalifornia Department of Corrections and Rehabilitation.

• Providing logging data capture and storage for reporting on request.

  • 90 days of logs minimum for third party managed services.

The Chief Information Officer (CIO) or designee shall be responsible for ensuring the contents of this Article are kept current and accurate.