Computer Upgrades and Recycling



All faculty will be provided with one computer via the annual computer placement cycle.  The standard computer is a desktop, which will be replaced every 4 years.  ITS will support this computer, assuring it's stability and reliability, repairing it if need be.  Faculty have the option of getting a laptop instead of the standard desktop.  Faculty laptops are replaced on a three year cycle, rather than 4, due to the fragility of laptops, and the lower performance level they have relative to desktop computers.  When a computer gets replaced via the annual computer placement cycle, the old computer will return to ITS.

Faculty have the additional option of purchasing a second computer out of their faculty allowance.  This should be coordinated with ITS to assure that the system will be supportable and sustainable.  This second machine will not be automatically replaced; however, ITS will notify the faculty when the system should be replaced.

Machines older than 4 years old will only be supported from a software perspective.  When such systems physically break down, they will not be repaired.        

Faculty can also have a second monitor, on request, for their primary computer.

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ITS will provide desktop computers to all staff who are in departments which do not have their own computer replacement budget.  By default, this will be a standard desktop.  It will be replaced on a 4 year cycle.  When a computer gets replaced via the annual computer placement cycle, the old computer will return to ITS.   

Some departments maintain kiosks, or loaner systems.  In those departments where they do not have their own computer replacement budget, ITS will maintain and replace these computers as part of the annual computer replacement cycle.  

Staff can get laptops so long as they have a documented business need.  Business purposes for having a laptop include routine business-related travel, routinely working between multiple office locations, routine presentation demands in non-hardware equipped areas and/or routine meetings at off-campus locations, such as the other schools.  Routine business travel would be more than 1 work day per month on average.  Routine presentation in non-hardware equipment areas would be more than once every two weeks.  Routine meetings at off-campus locations would be once every two weeks.

Staff can get a second monitor so long as they provide a documented business need and the request is approved by the Department Head and the CFO. The business justification needs to be something beyond just  convenience.  Two monitors would be convenient for just about everyone, so there has to be a demonstrable and routine work practice that would be made considerably more efficient with a dual monitor set up. 

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Additional Information

When someone receives a new computer, ITS will copy the data from the old computer and store it on a network server for a period of one month to ensure that the user's data is effectively transferred (this does not pertain to someone who is leaving the Law School; the data on the hard drive is deleted immediately). A new computer (printer and monitor, when appropriate) is installed and any data on the user's old hard drive will be copied to the new hard drive. The old equipment is then removed. The serial numbers of computers, monitors, printers, and other peripherals are recorded to ensure that asset and insurance records are updated. The hard drive will also be reformatted to remove any sensitive data.

Retired equipment will be brought back to ITS and evaluated for other possible uses at Harvard Law School. Most old equipment will be slated for recycling or donated to a non-profit agency; this assures that the bulk of computers on campus are dependable, stable, and can run on the current standard supported software.  

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Last modified: June 12, 2012

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