Policy 920 - Asset Management Policy

Section: Information Technology
Policy Number: 920
Responsible Office: Information Technology
Effective Date: 5/1/19
Revised: 5/1/19; 6/11/20

Policy Statement

Adherence to this policy ensures that all known systems, software, hardware, and information assets are protected according to their value and sensitivity to St. John’s University (St. John’s). 

Scope and Applicability

This policy is applicable to the St. John’s Information Technology (IT) department, but its scope covers the entire University Community. Adherence to this policy helps safeguard the confidentiality, integrity, and availability of St. John’s information assets, and protects the interest of St. John’s, its customers, personnel, and business partners.


St. John’s computing resources are formally acknowledged, and ownership is assigned to maintain accountability to ensure a formal accounting of all known systems, software, hardware, and information assets and facilitate the protection of these assets according to their value and sensitivity to St. John’s. The confidentiality, integrity and availability of St. John’s physical and electronic information assets are safeguarded according to defined classifications. 

St. John’s has an inventory of and manages all hardware and software systems:

  • Hardware Assets: Actively manages hardware systems, workstations, and devices on St. John’s network. Only authorized devices are given access, and unauthorized and unmanaged devices are found and prevented from acquiring access to St. John’s network. 
  • Software Assets: Actively manages software systems on St. John’s network so that only authorized software is installed/executed and unmanaged software is found and prevented from installation and execution.


The following are definitions relevant to the policy:

  • Computing Resources: All St. John’s information processing resources including all St. John’s owned, licensed, or managed computing services, hardware, software, and use of St. John’s network via physical or wireless connection regardless of the ownership of the computer or device connected to the network.
  • University Community: Includes faculty, administrators, staff, student workers, graduate/technical assistants, alumni, interns, guests or agents of the administration, external individuals and organizations accessing St. John’s network services, and other authorized users.


St. John’s reserves the right to audit networks and systems on a periodic basis to ensure compliance with this policy. Instances of non-compliance must be presented to, reviewed, and approved by the CIO, the Director of Information Security, or the equivalent officer(s).

All breaches of information security, actual or suspected, must be reported to, and investigated by the CIO and the Director of Information Security. 

Those who violate security policies, standards, or security procedures are subject to disciplinary action up to and including loss of computer access and appropriate disciplinary actions as determined by St. John’s.

Related Policies: