Chapter 4 – Information Technology

46040.4 Documentation of Maintenance for IT Equipment

• 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.