From the CIO

March 2025 CIO Update

As we move through Spring semester, I thought I would share a few important reminders for the community.

Kicking off a Digital Spring Cleaning

Spring has sprung, and you know what that means… Spring cleaning! Just like your own home, your VCU network drives and Google Workspace account may begin to accumulate extra items, such as messages and files. Those that must be retained should be stowed away in an appropriate place to use/access later. Once eligible for destruction, these records must be cleaned up in a timely manner and in accordance with university policy and state law.

Below, we’ve outlined the recommended resources and contact information for additional questions.

Online Resources: 

• Network Drive Records Management
• Records Management – Email
• Records Management – Google Drive

Contacts:

• IT Support Center
  • Phone: (804) 828-2227
  • Email: [email protected]
  • IT Service Desk Portal: https://go.vcu.edu/ramscentral
• Records Management Office
  • [email protected]
• Collaboration Services
  • [email protected]

Navigating IT Governance for New Application and Software Purchases at VCU

The IT Governance process at VCU is utilized when someone wants to pursue, purchase, renew or find a technology solution to meet an identified business, teaching, research or operational need. Prior to purchase, please submit your proposed application to the IT Governance process for a data security, accessibility, and business review. Following this process helps us manage risk, optimize resources, and maintain the security and integrity of VCU’s IT environment. Here’s a guide to navigating this process:

1. Initial Consultation and Preparation:

• Impact Assessment: Begin by determining the potential impact of the new application or software. The IT Governance Impact Assessment Matrix, mentioned on the VCU IT Governance website, helps classify the impact as either high or low.
• Vendor Documentation: Gather the required documentation from the vendor. The specific documentation needed will depend on the impact level determined in the previous step.
• IT Consultant (High-Impact Investments): If the investment is classified as high-impact, consulting with an IT Consultant is mandatory. Use the IT Consultation checklist to guide this consultation.

2. Proposal Submission:

• IT Governance Submission Form: Submit your proposal using the appropriate IT Governance Submission Form. VCU uses separate forms for new IT investments and renewals.

Important Contact Information:

• IT Governance and Procurement Process: For questions about the IT Governance process or the procurement process, contact [email protected].
• IT Security: For questions regarding IT security, contact [email protected].

By following these steps, you can ensure that your new application and software purchases align with VCU’s IT governance framework, promoting a secure, efficient, and well-managed IT environment.

Thanks to all for their dedication and hard work in providing IT services and solutions to the VCU community. Stay tuned for updates on various strategic inititiatives and projects that are in the works!