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6. Receiving and Accepting (Status: In Process) <br /> Recommendation: Recommended that DIT implement a plan to centrally receive and accept all <br /> IT assets to ensure DIT is aware of new computers or software before they are introduced into <br /> the County environment. <br /> Response: DIT will work on a policy and process with the Finance department to accurately <br /> account for all computer purchases to ensure that all assets will be centrally received. To move <br /> forward with this recommendation, DIT will need a warehouse or location to physically store <br /> assets while waiting for configuration and deployment. <br /> 7. Annual Physical Inventory (Status: Not Implemented) <br /> Recommendation: Recommended that DIT periodically reconcile IT assets listed on the Fixed <br /> Asset Detail Report with the automated network and software inventory system to ensure all IT <br /> assets are properly recorded and included in the annual physical inventory. Any discrepancies <br /> should be investigated and resolved immediately. <br /> • <br /> Response: The Coronavirus pandemic has introduced new challenges to inventory assets as many <br /> devices have remained off, and thusly automated network scans have not been fully successful <br /> with ascertaining if assets are still in place. Without additional staff, dedicated to asset <br /> management, this will remain on ongoing issue. <br /> 8. Secured Disposal (Status: In Process) <br /> Recommendation: We understand that the Director of IT plans to issue a memo with the <br /> "Electronic Records Destruction Policy for Computer and Electronic Media" to the Department <br /> heads and managers requiring the transfer of all obsolete hard drives to DIT for destruction. <br /> Recommend the County review this policy at least annually and update accordingly. We also <br /> understand that the current computer deployment location is temporary. However, if DIT <br /> continues to use the facility, we recommend that additional physical security controls be <br /> implemented to safeguard IT assets and media from loss or theft. <br /> Response: We will request a secured facility and container to ensure assets and media are <br /> safeguarded from theft and/or loss. As a County, a review and agreement must be congruent on <br /> a record retention policy to include electronic documents and media. <br /> County of Hawaii is an Equal Opportunity Provider and Employer. <br /> IT Asset Management Follow-up Audit Department Response 117 <br />