Chapter 4 – Information Technology

The California Department of Corrections and Rehabilitation (CDCRCalifornia Department of Corrections and Rehabilitation or the department) shall establish a uniform method for recording data pertaining to the repair and maintenance of Information Technology (ITInformation Technology) equipment as required by the State Administrative Manual (SAMState Administrative Manual), section 4989.3 to aid in the tracking of ITInformation Technology equipment and maintenance expenses and costs associated with vendor support.

The purpose of this section is to ensure consistency in reporting, in the capture of data at the time of an incident, and in review by appropriate levels of management of reports made. These are all essential to the effective management and control of ITInformation Technology equipment maintenance.

Maintenance record keeping for ITInformation Technology equipment is the responsibility of the Information Technology personnel or designee at each user location involved. Maintenance records shall be forwarded no later than April 1 and October 1 of each year to the Enterprise Information Services (EISEnterprise Information Services (formerly Information Services Division)) Section Chief or designee for review and analysis of information, and shall be retained by the EISEnterprise Information Services (formerly Information Services Division) Deputy Director or designee for as long as the component is in service or there is a possibility of any contractual claim.

The responsible unit or party shall maintain records of ITInformation Technology equipment which contain essential data pertaining to repair and maintenance. Such essential data that are required to resolve disputes between the vendor and the department concerning vendor performance include:

• Document control number: composed of a two-digit year and a two-digit month, followed by a sequence number starting with “one” at the beginning of each month.

• Name of originating facility.

• Name, unit, and phone number of the on-site contact person responsible for taking action to correct a deficiency.

• Date and time the need for maintenance was first noticed.

• Name and phone number of vendor that was notified.

• Date and time vendor was notified of problem.

• Date and time vendor personnel arrived to repair malfunction.

• Dateandtime component and system were returned to service.

• Identification of affected component/system by manufacturer identification or serial number, and by CDCRCalifornia Department of Corrections and Rehabilitation property tag number.

• Type of service: regularly scheduled preventative maintenance or unscheduled maintenance required to remedy malfunctions or incidents.

• Justification for any delays in the completion of maintenance.

• Description of malfunction or incident.

• Signatures of vendor personnel and a departmental representative.

A maintenance form is to be initiated whenever a system or any component of a system is inoperative because of the need for equipment repair or maintenance, and is to remain open until the problem has been corrected and the component has been returned to service.

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

SAMState Administrative Manual, § 4989.3.