Policy on Redistributing IT Equipment from Excess

Policy on Redistributing IT Equipment from Excess

1.  Purpose

This policy describes the rules governing reuse of excess IT hardware that has an interface capable of being connected to the Fermilab network.

2.  Scope

This policy’s scope includes all information technology equipment provided by FRA and/or at the Fermilab campus in Batavia, IL or the Far Site in Lead, SD.

3.  Applicability

This policy applies to all FRA employees, subcontractors, users, and affiliates.

4.  Effective Date and Date Reviewed/Updated

This policy went into effect on April 18, 2022.

5.  Policy

Fermi National Accelerator Laboratory maintains physical areas under the FESS Property Office which collects and redistributes discarded inventory.  Unregulated reuse can create problems with software licensing, support for obsolete equipment, and security issues when data is not fully removed or operating systems are not reinstalled.  Reuse of excessed IT hardware can also compromise energy conservation practices. Core Computing Division does not support reuse of this hardware due to the issues mentioned above.

Direct removal of restricted excessed IT hardware from the Fermilab Excess area is not allowed.  Instead, this type of hardware must be requested as a loaner device through the Service Desk. Laptops, desktops and mobile devices should be requested using the Request a Loaner Device form.  Other equipment can be requested via a General Request Form. The items requested must be approved by the designated support group and approval is based on the current availability of the hardware. The support group will prepare and deliver the approved, requested hardware to the customer.

These rules also apply to acquisition of excessed IT hardware from external excess lists. In this case, Fermilab Property will seek approval for the item before it agrees to shipping the item to Fermilab.

Restricted excessed IT hardware includes:

• Devices that have a network interface capable of being connected to the Fermilab network, including but not limited to:
  
  • Desktops and laptops
  • Mobile devices
  • Mass storage devices
  • Imaging devices (printers, copiers, scanners, plotters, etc.)
  • Servers
  • Consoles
  • VoIP phones
• Network-aware oscilloscopes and other test equipment. Note: embedded end of life operating systems on hardware devices like oscilloscopes require variances and compensatory controls before they are allowed on the network. The Property Office will advise and assist the GSA requestor that Computing review is needed to provide consultation of connectivity to Fermilab network. 
• Network devices, including:
  
  • Routers (and line cards, power supplies, optics, etc.  associated with routers)
  • Switches (and line cards, power supplies, optics, etc. associated with switches)
  • Wireless controllers and access points
  • Firewalls
  • Network cameras and appliances
  • Network hubs
• Virtual Tape library disk-based backup appliance

6.  Definitions

Fermilab is the physical site and property that is the Fermi National Accelerator Laboratory.

Fermi Research Alliance, LLC is the operator and manager of the Fermi National Accelerator Laboratory under Department of Energy Prime Contract No. DE-AC02-07CH11359 and is the principal employer of personnel working at Fermilab.

IT hardware – any device that has a network interface capable of being connected to the Fermilab network.

7.  Responsibilities

Property Office – Facilities Engineering Services Section’s Property Management

Department, which is responsible for keeping track of all laboratory property and distributing property from Excess.

Core Computing Division/Desktop Engineering – provides loaner pool oversight, keeping track of overall inventory

Core Computing Division/Desktop Support - responsible for setting up and distributing approved loaners per a Service Desk request

Core Computing Division/Business Servers Group - provides server pool oversight, keeping track of overall inventory

Core Computing Division/Network Services Group – provides limited networking equipment inventory and distributes inventory per a Service Desk request

Cybersecurity – processes requests for variances of restricted systems.
Scientific Computing Division/Scientific Computing Facilities Department – provides scientific computing systems oversight

8.  Authorities

Department of Energy Office of Science Cybersecurity Program Plan version 1,
Fermilab Policy On Computing

9.  Owner

The Core Computing Division head is the owner of this policy. 

10.  Review Cycle

This policy shall be reviewed every 2 years.

11.  Communication Plan

The requirements of this policy shall be communicated by the Core Computing Division head to all employees, FRA employees and subcontractors and Fermilab users, visitors, and affiliates. This policy shall be available in the Fermilab policy database. The Core Computing Division head is responsible for the communication of this policy.