4  20Asset Management

4.1  The Service Provider shall compile and maintain an accurate and up-to-date Asset Register in the form set out in the 21Operating Procedures in respect of all hardware, software, communications assets, peripherals and associated consumables within the Authority's Estate. All intellectual property rights in the Asset Register shall be owned by the Authority.

4.2  The Service Provider shall give the Authority unrestricted electronic access to the Asset Register at all times and, on request by the Authority, provide hard copies of the then current register.       

4.3  To allow the Authority to maintain legal compliance for software licensing, the Service Provider shall  provide the following services:

(a)  tracking of Software licence usage by the Authority;

(b)  integration of the IMAC process to invoke an automated scan of a machine once the IMAC is applied against that unit and the provision of monthly reporting on license counts obtained through automation.

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20  The Authority should specify whether the Service Provider is responsible financially and/or operationally for asset refresh and, if so, the refresh lifecycle applicable to different assets within the estate. The process for asset refresh should also be covered in sufficient detail in the Service Specification.

21  It is important for the form of register to be sufficiently detailed e.g. to assist the Authority should it wish to audit its IT assets, check compliance with applicable licenses, value its assets and/or disclose information to 3rd parties e.g. on a proposed appointment of a new service provider.  Typical types of information captured are asset type, make, serial number, age, in/out of warranty, (in relation to software) version, licence terms, support agreement details etc.