Equipment Replacement

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Covering all topics related to the cyclical replacement of employee / lab equipment.

How often does Equipment Replacement happen?

Once every three (3) years.

Can I elect to keep my current equipment?

No. The goal is for uniformity across the network as much as possible. This makes maintenance easier and prevents hardware conflicts.

How do Equipment Replacement Backups happen?

Note: Macs cannot be backed up remotely. You will need to backup your own files.
Before we replace your issued computer we backup the current one to a network share called ITArchive. This is a manual process in which the Coordinator of Campus User Technology clicks-n-drags all the files from your computer to the Archive. Once your new computer is setup and in place, the files are copied from the Archive to your new computer. This means it may take some time for you to get your files back.

Here are somethings that can be done on your part to speed up the process:

  • Backup your own files to a network share or external drive that way you'll have access to them immediately (Note: confidential files cannot be copied to an external drive).
  • Delete any items you don't need any longer. The fewer files, the less time it takes to move them.
  • Have your current computer on and connected to the network before your scheduled appointment. This allows us to start the copying process early.

Bookmarks

How does this process affect bookmarks/favorites? They get copied just like all the data does, the tricky part is that they can't be copied to the new machine until the file structure exists for them to be copied to. The first time you launch a browser (no matter which one) it creates a host of folders under AppData. These folders hold your user profile for that browser and is where your bookmarks and other browser preferences exist. Until those folders are created there is no way for me to copy bookmarks to. Note: We can't create the file structure for you as we can't log in as you.

Here are things you can do to speed up getting your bookmarks back:

  • Launch Chrome and Firefox (plus any other browser you use) and then close them.
  • Let the Coordinator of Campus User Technology (currently Michael Klein) know you did that.
  • Leave the browsers closed until the Coordinator tells you to open them again.

What gets backed up?

The following folders get back up:

  • Documents (Desktop computers store this folder on the server)
  • Desktop (Desktop computers store this folder on the server)
  • Downloads
  • Favorites (unless its empty)
  • Music (unless its empty)
  • Pictures (unless its empty)
  • Videos (unless its empty)
  • Signatures (from Outlook)
  • Firefox bookmarks
  • Chrome bookmarks
  • Other Folders that contain files - every now and then there will be an out-of-the-ordinary folder under a user profile. If it has files in it, it gets copied.

What software is installed by default? (Windows)

Note: We usually audit your current computer remotely and generate a list of software currently installed. That only works if your computer is connected to the network and turned on. If we are unable to remotely audit your current computer then we will need you to tell us what you need or wait until we do the change over which will greatly increase it's length.
Occasionally we ask if there is any special software you need installed on your new computer. Often I get a list of things that are included by default so to help you decide if an application is "special" or not.

Installed by default

  • 7zip
  • Alertus
  • Adobe Air
  • Adobe Creative Cloud
  • EMS for Outlook
  • Flash Player
  • Shockwave
  • Google Chrome
  • Mozilla Firefox
  • VLC Media Player
  • Office 2019 (includes Visio and Projects)
  • GlobalProtect VPN (laptops)
  • Zoom
  • Snagit

Not Installed by default (but can be by request)

  • JenzabarOne
  • InfoMaker
  • Ghostscript
  • MICR font
  • Panopto
  • Camtasia
  • VI Monitor
  • ScanSnap (needs the scanner to complete installation)
  • P-Touch Label Maker (needs the printer to complete installation)
  • EMS Desktop

Built-in parts of Windows

You get these whether you want them or not, because they just come built into Windows.

  • Edge
  • Remote Desktop Connection
  • OneNote

Any applications not already in Bay's SoftwareRepo CANNOT be installed until they've been vetted and approved by the Coordinator of Campus User Technology.

What software is installed by default? (macOS)

Installed by default

  • Altertus
  • Google Chrome
  • Mozilla Firefox
  • Zoom
  • Camtasia
  • Snagit
  • PaperCut
  • Office 2019
  • Adobe Creative Cloud
  • GlobalProtect VPN (laptops)
  • Copiers appropriate to your area (must be manually done)

Things that can't be installed on Mac

  • JenzabarOne
  • InforMaker
  • GhostScript
  • Any Windows only application (Windows and macOS are totally different Operating Systems and will not run each others software)

Built-in parts of macOS

macOS includes many pre-installed apps and features.

  • Pages
  • Keynote
  • Numbers
  • Preview
  • Safari
  • Notes
  • Calendar
  • Mail
  • And many more. The Apple website usually includes a detailed list: Apple's Website

Any applications not already in Bay's SoftwareRepo CANNOT be installed until they've been vetted and approved by the Coordinator of Campus User Technology.

Local Admin Rights and Remote Desktop Access

If you previously had Local Admin Rights or Remote Desktop Access AND you still need those privileges they will be carried over to your new computer.
Any new requests for Local Admin Rights or Remote Desktop Access need to be vetted and approved by the Coordinator of Campus User Technology.

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