AFI33-112.pdf

BY ORDER OF THE

SECRETARY OF THE AIR FORCE

AIR FORCE INSTRUCTION 33-112

7 APRIL 2006

Communications and Information

INFORMATION TECHNOLOGY

HARDWARE ASSET MANAGEMENT

COMPLIANCE WITH THIS PUBLICATION IS MANDATORY

ACCESSIBILITY: Publications and forms are available on the e-Publishing website at www.e-publishing.af.mil for downloading or ordering.

RELEASABILITY: There are no releasability restrictions on this publication.

OPR: HQ AFCA/SYND Certified by: HQ USAF/SCXX (Lt Col Webb) Supersedes AFI 33-112, 25 February 2001 Pages: 72

This Air Force instruction (AFI) implements Air Force Policy Directives (AFPD) 33-1, Command, Con-trol, Communications, and Computer (C4) Systems; 33-2, Information Protection (will become Informa-tion Assurance); and 10-6, Mission Needs and Operational Requirements; by identifying responsibilities for supporting Air Force information technology (IT) equipment (computer systems). Some paragraphs in this instruction that do not apply to non-Air Force-managed joint service systems, are marked (NOT APPLICABLE TO NON-AIR FORCE-MANAGED JOINT SERVICE SYSTEMS). This instruction applies to Air National Guard (ANG). Refer technical questions about this instruction to Headquarters Air Force Communications Agency (HQ AFCA/EVPS), 203 West Losey Street, Room 3065, Scott AFB IL 62225-5222. Send recommended changes or comments to HQ AFCA/EASD, 203 West Losey Street, Room 1100, Scott AFB IL 62225-5222, through appropriate channels, using Air Force (AF) IMT 847, Recommendation for Change of Publication, with an information copy to the Office of the Secretary of the Air Force for Warfighting Integration and Chief Information Officer, Director of Information, Ser-vices and Integration (SAF/XCI), 1250 Air Force Pentagon, Washington DC 20330-1250. Ensure that all records created as a result of processes prescribed in this publication are maintained in accordance with Air Force Manual (AFMAN) 37-123, Management of Records, (will become AFMAN 33-363) and dis-posed of in accordance with Air Force Records Information Management System (AFRIMS) Records Disposition Schedule (RDS) located at https://afrims.amc.af.mil/rds_series.cfm. See Attachment 1 for a glossary of references and supporting information. Attachment 2 contains an address listing of key organizations. The use of the name or mark of any specific manufacturer, commercial product, commod-ity, or service in this publication does not imply endorsement by the Air Force.

SUMMARY OF CHANGES

This change incorporates interim change IC 2006-1 (Attachment 6). It changes the name to Information Technology Hardware Asset Management. The main focus is to expand information technology (IT) asset management focus from computer system management to IT hardware asset management, remove all ref-erences to the Information Processing Management System (IPMS) and add references to the Asset Inventory Management (AIM) module of the Air Force Equipment Management System (AFEMS). It https://afrims.amc.af.mil/rds_series.cfm http://www.e-publishing.af.mil

2 AFI33-112 7 APRIL 2006

also incorporates numerous office symbol changes to reflect Secretary of the Air Force (SAF/XCI), HQ USAF/ILC, HQ USAF/CIO, HQ USAF/XI, Headquarters Standard System Group (HQ SSG), and AFCA transformation. Paragraph 1. is changed to reflect SAF/XCI instead of Headquarters United States Air Force (HQ USAF/SC) and further define responsibilities of the Air Force Computer Systems Manage-ment Working Group (CSMWG). Paragraph 2. is changed to define SAF/AAZ’s cognizance over net-works processing Special Access Program/Special Access Required information. Paragraph 3. defines AFCA responsibilities. Paragraph 4. is changed to update the training responsibilities of Headquarters Air Education and Training Command (HQ AETC). Paragraph 5. is modified to change program management of the Air Force IT asset management system from HQ SSG to the Headquarters Operations and Sustain-ment Systems Group (HQ OSSG) and removes references to IPMS. Paragraph 6. changes to the responsi-bilities of the Communications and Information Systems Officer (CSO). Paragraph 6.12. is changed to provide detailed criteria for appointing the primary and alternate equipment control officer (ECO). Para-graph 7. updates the organizational commander’s duties. Changes include the requirement for the com-mander to sign the annual inventory listing and detailed criteria for appointing equipment custodians.

Paragraph 7.14. is deleted. Paragraph 7.15.was added to ensure compliance with the Department of Defense (DOD) policy for disposition of computer hard drives. Paragraph 8. is deleted. The organization computer manager responsibilities previously defined in paragraph 8. are performed by Client Support Administrators (CSA). Guidance for CSAs is found in AFI 33-115, Volume 1, Network Operations (NETOPS). Paragraph 9. removes references to IPMS and defines the grade requirements and appointing official for the major command equipment control officer (MECO). Paragraph 10. removes references to IPMS, updates ECO responsibilities, and clarifies inventory procedures. Paragraph 10. also requires the ECO to update the asset status in AIM upon receipt of IT hardware assets. Paragraph 11. updates equip-ment custodian responsibilities. Paragraph 11.1.1. requires the commander’s signature in the AIM inven-tory listing. Paragraph 11.16. is added to direct the equipment custodian (EC) to coordinate with the Information Systems Security Officer (ISSO) for hard drive sanitation according to the procedures out-lined in Air Force Systems Security Instruction (AFSSI) 5020 (FOUO), Remanence Security. Paragraph

12. is deleted. Paragraph 13. is deleted. Paragraph 14. directs users to refer to AFI 33-202, Volume 1, Net-work and Computer Security. Paragraphs 14.1., 14.2., and 14.3. are deleted. Paragraph 15. is expanded to define Air Force contractor responsibilities for funding, accountability and Chief Financial Officer report-ing. Paragraph 16. removes references to IPMS and changed to Acquisition of Information Technology (IT) Assets. Paragraph 16.1. makes procurement of desktops and laptops through Air Force Way (AFWay) mandatory unless waived by the major command (MAJCOM) Chief Information Officer (CIO)/ A6. Paragraphs 17. and 18. are deleted. Deployment considerations listed in paragraph 17. are moved to paragraph 6. under CSO responsibilities. Paragraph 19. includes policy for use of all IT assets. Paragraph

19.2. is added to instruct personnel not to input or store government information/data on privately-owned IT assets without approval of the Designated Approving Authority (DAA) according to AFI 33-202, Vol-ume 1. Paragraphs 19.2.1., 19.2.2., 19.3., and 19.4. are deleted. Paragraph 20. is changed to include Per-sonal Digital Assistants (PDA). Paragraph 21. is changed to include procedures for the exchange or sale of government automated resources programs. Paragraph 22. is changed to Inventory Management and Accountability of IT Hardware Assets. Paragraph 22.1. is changed to provide a link on the Air Force Por-tal to a comprehensive and current list of accountable and non-accountable assets to help determine the accountability of IT assets. Paragraph 22.1.1. is added to assign management and oversight of the official Air Force accountability list to the CSMWG. Paragraphs 23., 24., and 25. are deleted. The requirement in paragraph 24. to use labels for identification of IT assets is moved to paragraph 6.15. Paragraph 26.

removes references to IPMS. Paragraph 27. removes maintenance practices specific to computer systems and applies maintenance concepts for IT assets. Changes to paragraph 27. also require the CSO to estab-

AFI33-112 7 APRIL 2006 3

lish a Logistics Support Plan to ensure logistics support for IT assets throughout the expected lifecycle and offers methods to compute operational spares. Paragraph 28. is deleted. Paragraph 29. includes main-tenance reporting for IT assets. Paragraphs 30. and 31. are deleted. Paragraph 32. is changed to encom-pass IT assets instead of computer systems. Paragraph 33. defines excess and implements procedures to dispose of excess through AIM. Changes also require IT assets picked up as excess to be accounted for in AIM. Cannibalization guidelines for spare parts are now included in paragraph 27. Paragraph 34. reflects procedures for obtaining excess IT assets in the AIM environment. Paragraph 35. changes transferring excess IT assets to the Defense Reutilization Marketing Office (DRMO). References to the Computers for Learning Program and Executive Order (E.O.) 12999, Education Technology: Ensuring Opportunity for All Children in the Next Century, are also added to Paragraph 35. Paragraphs 36. and 37. are deleted. Para-graph 38. adds reference to the Air Force Records Information Management System (AFRIMS) Records Disposition Schedule (RDS). Attachment 1 is updated as a glossary of references and supporting infor-mation. Attachment 2 is deleted. Attachment 3 provides a checklist for IT assets and to comply with this IC. Attachment 5 is added to show AIM asset status codes. A bar ( | ) indicates a revision from the previ-ous edition.

Section A—Responsibilities 6

1. Office of the Secretary of the Air Force

2. Administrative Assistant to the Secretary of the Air Force, Security and Special Programs Oversight (SAF/AAZ)

3. Headquarters Air Force Communications Agency (HQ AFCA)

4. Headquarters Air Education and Training Command (HQ AETC)

5. Headquarters Operations and Sustainment Systems Group (HQ OSSG/LRE)

6. Communications and Information Systems Officer (CSO)

7. Organization Commanders or Equivalent

8. DELETED

9. Major Command Equipment Control Officers

10. Equipment Control Officer (ECO)

11. Equipment Custodians (EC)

12. DELETED

Section B—General Guidance and Procedures 14

13. DELETED

14. Network and Computer Security

15. Air Force Contractors

16. Acquisition of Information Technology (IT) Assets

17. DELETED

18. DELETED

4 AFI33-112 7 APRIL 2006

19. Use of Information Technology (IT) Systems

20. (DOES NOT APPLY TO ANG) General Officers (GO) and Senior Executive Service (SES) Notebook Computers and Personal Digital Assistants (PDA)

21. Environmental Considerations

Section C—Inventory, Accountability, Transfer, and Reporting of Information Technology (IT) Systems 18

22. Inventory Management and Accountability of IT Hardware Assets

23. DELETED

24. DELETED

25. DELETED

26. Transferring Non-excess Information Technology (IT) Assets to another Department of Defense Component, Federal Agency, State, or Local Government. 19

Section D—Information Technology (IT) Systems Maintenance (Not Applicable to Non-Air Force Managed Joint Service Systems) 20

27. Support Plan

28. DELETED

29. Information Technology (IT) Systems Maintenance Reporting

30. DELETED

31. DELETED

32. Computation of Payments

Section E—Disposition of Excess Information Technology (IT) Resources 22

33. Excess

34. Obtaining Excess Resources

35. Transferring Excess Information Technology (IT) Systems Assets to the Defense Reutilization Marketing Office (DRMO)

36. DELETED

37. DELETED

38. Information Collections, Records, and Forms and Information Management Tools (IMT)

Attachment 1— GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION 25

Attachment 2— DELETED 32

Attachment 3— INFORMATION TECHNOLOGY (IT) SYSTEMS CHECKLIST 33

AFI33-112 7 APRIL 2006 5

Attachment 4— IC 2001-1 TO AFI 33-112, COMPUTER SYSTEMS MANAGEMENT 36

Attachment 5— EQUIPMENT STATUS REPORTING 44

Attachment 6— INTERIM CHANGE (IC) 2006-1 TO AFI 33-112, COMPUTER

SYSTEMS MANAGEMENT 45

6 AFI33-112 7 APRIL 2006

Section A—Responsibilities

1. Office of the Secretary of the Air Force for Warfighting Integration and Chief Information Officer, Director of Information, Services and Integration (SAF/XCI):

1.1. Develops, publishes, and disseminates Air Force doctrine and policy for information technology (IT) asset systems.

1.2. Identifies formal IT management training requirements.

1.3. Resolves management issues on IT hardware assets accounted for in the Asset Inventory Man-agement (AIM) module and resolves policy disagreements between major commands (MAJCOM), functional managers, and non-Air Force agencies.

1.4. Acts as functional manager for the IT component of the Air Force Equipment Management Sys-tem (AFEMS). The IT hardware component of the AFEMS is called the AIM module.

1.5. DELETED.

1.6. Sets policy and works in conjunction with Defense Logistics Agency (DLA/DRMS) on disposi-tion of excess IT assets.

1.7. DELETED.

1.8. DELETED.

1.9. DELETED.

1.10. DELETED.

1.11. Establishes and chairs the Air Force Computer Systems Management Working Group (CSMWG) that directly supports CSM personnel at all levels including MAJCOM Equipment Control Officers (MECO), Communications and Information Systems Officers (CSO), Equipment Control Officers (ECO), organizational commanders and computer equipment custodians (EC) in the execu-tion of their responsibilities as delineated in this instruction. The CSMWG provides broad representa-tion allowing for improved cross feed of information and feedback from the field necessary to make informed decisions about CSM policy and procedures. The CSMWG serves as the Air Force CSM management infrastructure to deal with all CSM-related issues in an efficient and effective manner.

1.11.1. DELETED.

1.11.2. The CSMWG will:

1.11.2.1. Develops proposed solutions on issues affecting IT system life-cycle management.

1.11.2.2. Identifies functional improvement opportunities for review, prioritizing, approval, and budgeting considerations.

1.11.2.3. Advises Air Force leadership on IT management issues.

1.11.2.4. Defines new functional requirements and provides oversight to automated informa-tion systems (AIS) processes supporting Air Force IT management.

1.11.2.5. Works with the IT Commodity Council on procurement initiatives.

1.12. Issues communications-electronics (C-E) maintenance management policy (see AFI 21-116, Communications-Electronics Maintenance Management). The intent of AFI 21-116 is to ensure only

AFI33-112 7 APRIL 2006 7

qualified personnel perform maintenance to avoid unnecessary risks to personnel and prevent damage to C-E equipment.

2. Administrative Assistant to the Secretary of the Air Force, Security and Special Programs Over-sight (SAF/AAZ).

2.1. Provides policy and oversight on computer security pertaining to networks processing Special Access Program/Special Access Required information in their role as Special Access Program Coor-dination Office.

2.1.1. Air Force information technology assets, under the cognizance of the Special Access Pro-gram Coordination Office, may be tracked in the AIM module of AFEMS, if the cognizant secu-rity authority determines that there are no security concerns. SAF/AAZ provides guidance for meeting regulatory compliance for IT assets that are not tracked in AIM.

3. Headquarters Air Force Communications Agency (HQ AFCA).

3.1. Provides guidance and support to MAJCOMs, field operating agencies (FOA), and direct report-ing units (DRU) in developing, implementing, and managing IT assets.

3.2. Reviews, evaluates, and interprets issues/problems and makes recommendations to SAF/XCII on policy changes.

3.3. Reviews, interprets, and disseminates Air Force policy.

3.4. Acts as office of primary responsibilities (OPR) for this instruction.

4. Headquarters Air Education and Training Command (HQ AETC).

4.1. Provides formal IT training when directed by SAF/XCI.

5. Headquarters Operations and Sustainment Systems Group (HQ OSSG/LRE).

5.1. Functions as Program Manager (PM) for the AIM module.

5.2. DELETED.

5.3. Submits the special year-end chief financial officer report to the Defense Finance and Account-ing Service (DFAS).

5.4. Proposes technical solutions for defined requirements.

5.5. Coordinates all requirements and associated cost data through the program agreement (PA) man-ager for review and approval.

5.6. Notifies the PA manager of all unfunded requirements.

5.7. Coordinates software releases through the PA manager prior to scheduled release.

5.8. Provides input to program management reviews.

5.9. Completes required Information Support Plan/certification documentation prior to scheduled release.

5.10. Develops and maintains the AIM Computer Based Training (CBT) courseware and AIM User’s Manual.

8 AFI33-112 7 APRIL 2006

5.11. Provides operations, programming, and software support.

6. Communications and Information Systems Officer (CSO) :

6.1. DELETED.

6.2. Processes all base-user computer systems orders except those excluded by host tenant support agreements and joint service programs managed outside the Air Force.

6.2.1. Ensure users and mission planners use strategy-to-task methodologies and the Air Force modernization planning processes to link IT investments to mission essential task improvements (see AFI 10-1401, Modernization Planning Documentation). The CSO integrates these require-ments into the base Communications and Information Systems blueprint.

6.3. Is the accountable officer for all IT hardware equipment listed in their assigned AIM account.

Ensures the AIM inventory is used to provide accountability of all base IT hardware resources assigned to that Defense Reporting Activity (DRA). Refer to paragraph 22.1. to determine if a partic-ular piece of IT hardware equipment should be accounted for using methods or systems other than

AIM.

6.3.1. DELETED.

6.3.2. DELETED.

6.4. Assists in planning and execution of all activities related to the deployment of systems.

6.5. Assists the supporting contracting officers in developing an acquisition strategy for maintenance contracts.

6.5.1. Follows budgeting arrangements established in host tenant support agreements.

6.5.2. DELETED.

6.6. Ensures identification and submission of maintenance requirements, performance work state-ments and surveillance plans (see AFI 63-124, Performance-Based Service Contracts [PBSC]).

6.6.1. Assists the supporting contracting officer in developing an acquisition strategy for mainte-nance contracts.

6.6.2. Ensures annual review of maintenance strategies and reports to verify organizations use the most cost-effective options.

6.6.3. Advises base organizations of local maintenance procedures.

6.7. DELETED.

6.8. Analyzes IT asset maintenance cost data to assist in developing cost-effective maintenance solu-tions.

6.8.1. Directs retention of serviceable excess IT assets, when allowed by the parent MAJCOM, for maintenance redundancy or operational spares, by ensuring use of sharing and redistribution programs to meet user requirements.

6.8.2. Authorizes removal/transfer of unserviceable IT assets for spare parts.

AFI33-112 7 APRIL 2006 9

6.8.3. Authorizes cannibalization of IT assets to satisfy critical mission requirements. Mainte-nance actions to obtain assemblies, subassemblies, or parts from spare IT assets are considered transfers and will not be treated as cannibalization actions.

6.9. Authorizes cannibalization of unserviceable computer systems for spare parts.

6.10. Coordinates action to ensure secure, climate controlled, and easily accessible facilities with suf-ficient floor space are provided to the equipment control officer (ECO) for receiving, storing, and dis-tributing IT assets.

6.11. Coordinates on IT asset requirements with the appropriate office or unit.

6.12. Appoints primary and alternate ECOs and provides a copy of the appointment letter to the MECO. Although no grade restrictions apply for these positions, the primary and alternate ECOs should have the leadership skills and IT asset knowledge necessary to provide guidance and direction to the EC. The recommended minimum rank/grade requirement for the primary ECO is Technical Sergeant/GS-7. An airman (Senior Airman or below) may be appointed as an alternate ECO, if the CSO believes the airman is mature enough to handle the responsibility See paragraph 15. for contrac-tors. NOTE: The primary ECO will supervise the alternate ECO in performance of duties and respon-sibilities.

6.12.1. DELETED.

6.13. DELETED.

6.14. DELETED.

6.15. Where practical (e.g., due to size limitations) ensure mandatory AIM-generated standard prod-uct (bar code) labels are used to identify all IT assets within their DRA.

7. Organization Commanders or Equivalent. Commanders or their equivalent with IT assets are responsible for providing guidance and procedures to ensure adequate protection and oversight is afforded to IT assets under their control. The accountable officer is responsible for all IT assets within their organization.

7.1. Budgets for maintenance of computer systems that are not the responsibility of the CSO.

7.2. Reviews and coordinates on organization's requirement documents.

7.3. Submits unit computer systems requirements to the applicable CSO for technical solutions according to AFI 33-103, Requirements Development and Processing.

7.4. Reviews assigned IT assets annually to determine if the IT is obsolete, still meets user require-ments or needs modification and act accordingly.

7.5. Appoints, in writing, primary and alternate ECs, no later than 45 days prior to the projected departure of the current EC. According to AFMAN 23-110, Volume 2, Part 2, Chapter 22, ECs may be military (see note) or civilians. Contractors may also be ECs according to AFI 23-111, Manage-ment of Government Property in Possession of the Air Force, if the contract so stipulates and must be mutually agreeable to the organization commander and the CSO. This applies to active duty, guard, and reserve personnel. Foreign nationals or local wage rate employees (foreign nationals in host coun-tries) may be appointed primary or alternate custodians only when they may be held pecuniary liable under the law of the host country. Organization commanders must review the provisions and restric-

10 AFI33-112 7 APRIL 2006

tions outlined in AFI 31-501, Economic Analysis, AFI 33-202, Volume 1, Network and Computer Security, and AFI 16-201, Air Force Foreign Disclosure and Technology Transfer Program, before appointing foreign nationals as primary or alternate equipment custodians. NOTE: An airman (Senior Airman or below) may be appointed primary or alternate custodian by the organization commander, if the commander believes the airman is mature enough to handle the responsibility.

7.5.1. Sends the EC appointment letter and request for EC training to the ECO.

7.5.1.1. The EC appointment letter should be dated and contain the names of the primary and alternate ECs. The appointment letter should also contain the date the primary and alternate EC received training from the ECO.

7.5.1.2. Ensures the primary or alternate EC is scheduled for training with the ECO within 30 days of initial appointment and annually thereafter.

7.5.1.3. Annually reviews EC appointment letters and training dates to ensure the primary and alternate EC names are current and they have completed annual EC training. After the review, send a new EC appointment letter as described in paragraph 7.5.1.1. to the ECO. When possi-ble, the review should be held in conjunction with the annual inventory.

7.5.2. Requires departing EC to process out through the ECO.

7.5.3. Ensures outgoing and incoming primary EC conduct and sign a loss-gain joint physical inventory and reconcile missing items under the guidance of the ECO, not later than 30 days prior to the primary EC being relieved of duty. In deployed locations, the forward commander will determine timeline for transfer of duties based on rotation schedules.

7.5.3.1. Refer to AFMAN 23-220, Reports of Survey for Air Force Property, to determine if a Report of Survey (ROS) is required when there are inventory discrepancies that cannot be resolved prior to the custodian departing.

7.6. Ensures the EC performs a complete and accurate annual inventory. After the annual inventory is complete, the Commander signs the inventory listing. The Commander’s signature certifies to the ECO that the annual physical inventory is complete.

7.7. Ensures the EC notifies the applicable ECO of any computer systems that are scheduled for deployment.

7.8. Promotes user awareness concerning unauthorized or illegal use of computer systems hardware and software.

7.9. Develops and implements a documented process according to AFI 33-114, Software Manage-ment, to ensure that all software is free of viruses.

7.10. Ensures all accountable IT assets are reported to the ECO for inclusion in the AIM inventory.

7.11. Ensures that the applicable ECO coordinates on the “Ship To” addressee on all purchase requests or transfers that involve computer systems.

7.12. DELETED.

7.13. DELETED.

7.14. DELETED.

AFI33-112 7 APRIL 2006 11

7.15. Ensures compliance with the disposition of Department of Defense (DOD) computer hard drive policy cited in the Office of the Assistant Secretary of Defense (ASD) Memorandum, “Disposition of Unclassified DOD Computer Hard Drives,” dated June 4, 2001, or hard drive sanitation in accordance with the procedures outlined in Air Force Systems Security Instruction (AFSSI) 5020 (FOUO). Find additional guidance at http://iase.disa.mil/policy.html.

8. DELETED.

9. Major Command Equipment Control Officers .

9.1. The MAJCOM CSO or FOA/DRU equivalent appoints the MECO. Although no grade restric-tions apply for this position, the MECO should have the depth and experience necessary to provide guidance and direction to the ECO. Recommend minimum grade be a senior non-commissioned officer (NCO)/GS-9 for this position. When the MECO changes, the MAJCOM CSO notifies SAF/ XCII (safcxiiworkflow@pentagon.af.mil) and HQ AFCA/EVPS (afca.evps@scott.af.mil) by elec-tronic mail (E-mail), so their official listings can be updated with the new name, office symbol, phone number, and E-mail address. The MECO will:

9.1.1. Provide guidance and procedural policy to the ECOs on management of IT hardware assets.

9.1.2. Work with other MECOs to determine reporting procedures of tenant units and continue to work together to resolve any problems that might arise.

9.1.3. Approve or reject transfer of IT assets between losing and gaining commands.

9.1.4. Send applicable ECO concerns about the inclusion and/or exclusion of IT hardware assets in AIM to SAF/XCI, 1401 Wilson Blvd, Ste 600, Arlington VA 22209-2315.

9.1.5. Review finalized excess reports completed by applicable ECOs and ensure appropriate action is accomplished.

9.1.6. DELETED.

9.1.7. Allow ECOs to create and maintain holding accounts for known near-term requirements.

9.1.8. DELETED.

9.1.9. Coordinate on the establishment of a new DRA and the IT data system connectivity, as required.

9.1.9.1. Maintain a copy of the base ECO’s appointment letter and AIM Access Request form.

The MECO also sends the AIM Access Request to the program management office (PMO).

9.1.9.2. DELETED.

9.1.10. Provide assistance to applicable ECOs in closing out a DRA (e.g., base closures).

9.1.11. DELETED.

9.1.12. Disseminate information provided by HQ USAF, HQ AFCA, and PMO to applicable ECOs.

9.1.13. Establish accountability for IT assets acquired through joint services PMs, as required.

9.1.14. Notify the PMO of centrally managed programs of any excess equipment acquired for that program that is available for reutilization.

http://iase.disa.mil/policy.html mailto:safcxiiworkflow@pentagon.af.mil mailto:afca.evps@scott.af.mil

12 AFI33-112 7 APRIL 2006

10. Equipment Control Officer (ECO).

10.1. The CSO appoints the primary and alternate ECOs according to paragraph 6.12. See paragraph

15. for contractors. Due in part to guidelines in AFPD 65-2, Management Control Program, the ECO cannot be the EC for the holding account. The unit commander must appoint a different individual as the EC to maintain a separation of duties.

10.1.1. In deployed locations, the forward commander appoints the most qualified individual available to perform the duties of ECO.

10.2. Determine the method used to account for IT according to paragraph 22.1.

10.2.1. If the IT hardware should be accounted for in AIM, complete all necessary documentation and ensure the IT asset status in AIM is updated using the codes identified in Attachment 5.

Review the IT asset status codes periodically to ensure the codes reflect the current status.

10.2.2. DELETED.

10.2.3. Assist the EC in determining the ownership of all FOB IT assets.

10.2.4. DELETED.

10.2.5. Direct ECs to conduct a complete annual inventory of all IT assets assigned to the EC’s AIM account and an annual review of EC appointment letters to ensure the primary and alternate EC names are current and they have completed annual EC training. When possible, the EC appointment letter review should be held in conjunction with the annual inventory.

10.2.5.1. During the inventory, ensure all assets can be traced back to an AIM inventory list-ing. If IT hardware equipment is found in the work area that is not on the AIM inventory list-ing, refer to paragraph 22.1. to determine if the IT equipment should be added to AIM to establish accountability.

10.2.5.2. In deployed locations, the forward commander determines the timeline for inventory based on rotation schedules.

10.2.5.3. ECOs have the authority to lock EC accounts until the annual inventory and EC training is completed.

10.2.6. DELETED.

10.2.7. Authorize the EC to retain serviceable excess IT asset items for maintenance redundancy or operational spares when allowed by the parent MAJCOM.

10.2.8. Retains unserviceable excess IT asset hardware for cannibalization as directed by the

CSO.

10.2.9. Ensure correct MAJCOM code is entered into AIM for all IT assets in their DRA.

10.2.10. Provide the EC with AIM-generated standard product (bar code) labels.

10.2.11. Work with the EC to update the inventory as dictated by a ROS. Use a copy of the DD Form 200, Financial Liability Investigation of Property Loss, to adjust accountable records.

10.2.12. Complete out-processing for departing EC upon transfer of account and receipt of new appointment letters and signed joint loss-gain inventory.

AFI33-112 7 APRIL 2006 13

10.2.13. Provide guidance and annual training for the EC. Upon request, the ECO provides their commanders with documentation verifying names of the ECs trained, material covered, and train-ing dates.

10.2.14. Take guidance and direction from the MECO and CSO.

10.2.15. DELETED.

10.2.16. Code deployable IT assets in the AIM database.

10.2.17. Establishes accountability for IT hardware assets acquired through joint services, work-ing with the parent MAJCOM.

10.2.18. Attempt to reutilize excess organizational IT assets that meet minimum architecture stan-dards before offering equipment to organizations outside the DRA, when allowed by the parent

MAJCOM.

10.2.19. DELETED.

10.2.20. DELETED.

10.2.21. After receipt of a transportation fund cite, direct the losing custodian to prepare the nec-essary shipping documents for items that are excess and required by other services.

10.2.22. DELETED.

10.2.22.1. DELETED.

10.2.23. DELETED.

10.2.24. DELETED.

10.2.25. Works with any tenant ECO to establish a host tenant agreement identifying any assis-tance required, such as AIM connectivity.

10.2.26. DELETED.

10.2.27. DELETED.

10.2.28. Coordinate on all host-tenant support agreements (HTSA) concerning IT asset manage-ment. IT accountability support can be specified in the HTSA or a Memorandum of Agreement

(MOA).

10.2.29. DELETED.

11. Equipment Custodians (EC).

11.1. Accountable for all assigned IT hardware assets in their account and will:

11.1.1. Perform, at a minimum, an annual physical inventory of all items in the account. Also, conduct inventories when directed by the ECO. Upon completion of the inventory, the EC and the organizational commander or equivalent sign the inventory with the original copy retained by the EC and a copy for the ECO file.

11.1.2. Only the most current inventory is retained in the EC/ECO folder. Review past inventory records before disposing of old inventory data and ensure source documents are retained to sup-

14 AFI33-112 7 APRIL 2006

port current inventory records, e.g., Reports of Survey, hand receipts, etc. Recommend using 6-part folders.

11.2. When practical (e.g., due to size limitations), ensure all accountable IT assets have AIM-gener-ated standard product (bar code) labels affixed.

11.3. Obtain approval and coordinate all potential transfers of IT assets between EC accounts with the applicable ECO where practical.

11.4. Report all FOB IT assets to the applicable ECO and accept accountability or distribute equip-ment as directed by that ECO.

11.5. Sign for new equipment received through the ECO.

11.6. Take guidance from the ECO on all shipments, transfers, donations, or turns-ins of excess IT assets.

11.7. Provide appropriate documentation to the applicable ECO to clear the account of equipment that was shipped to another base/location, transferred to another account, donated to a school, or turned-in to the DRMO.

11.8. Remain responsive to applicable ECO.

11.9. Must out-process through the applicable ECO.

11.10. Conduct a joint physical inventory (outgoing EC with incoming EC) and reconcile any missing items, via ROS or hand receipt, before permanent change of station, permanent change of assignment, separation, or retirement (minimum of 30 days prior). Contact the individual to whom the equipment was issued, to verify the equipment’s status.

11.11. DELETED.

11.12. Initiate the ROS process according to AFMAN 23-220, concerning any lost, damaged, or destroyed IT assets.

11.13. Notify the applicable ECO of excess IT assets.

11.14. Provide the applicable ECO a serialized numbered list of any deployed IT assets.

11.15. Receive and secure all IT assets, if not received by the ECO, until proper accountability is established.

11.16. Coordinate with the Information Systems Security Officer (ISSO) to ensure the ISSO sanitizes hard drives according to the procedures outlined in AFSSI 5020 (FOUO). Find additional information at http://iase.disa.mil/policy.html

12. DELETED.

Section B—General Guidance and Procedures

13. DELETED.

14. Network and Computer Security. Refer to AFI 33-202, Volume 1.

14.1. DELETED.

http://iase.disa.mil/policy.html

AFI33-112 7 APRIL 2006 15

14.2. DELETED.

14.3. DELETED.

15. Air Force Contractors. Organizational commanders grant contractors access to, or allow operation of, government-furnished or contractor-owned IT resources processing government information.

15.1. Contractors may function as equipment custodians (if so stipulated in the contract) for DOD-owned IT assets as the contract specifies.

15.2. According to the Federal Acquisition Regulation (FAR) 45.505, Records and Reports of Gov-ernment Property, the contractor’s property control records shall constitute the Government’s official property records unless an exception has been authorized. The contractor shall establish and maintain adequate control records for all Government property, including property provided to and in the pos-session or control of a subcontractor.

15.3. Annually, the contractor’s property control system shall provide to the contracting official, the total acquisition cost of Government property for which the contractor is accountable under each con-tract with each agency, including Government property at subcontractor plants and alternate locations.

(Reference FAR Part 45.)

15.4. Establish the extent of contractor liability in the provisions of the applicable contract’s govern-ment property clause. (See AFI 23-111.)

15.5. If a contractor is hired to accomplish ECO duties, the Air Force retains responsibility for obli-gating funds and receiving assets as they are inherently governmental functions. (See FAR 7.5, Inher-ently Governmental Functions)

15.6. The functions and responsibilities of the Accountable Officer are defined by DOD 7000.14-R, Volume 12, Special Accounts, Funds and Programs, January 2002. Accountable Officers exercise substantive discretionary authority in determining the Government’s requirements and controlling Government assets. The responsibilities of the Accountable Officer and the position of the Account-able Officer are not contractible.

15.7. Contractors can perform functions in support of the Accountable Officer and functions where they are performing in accordance with criteria defined by the Government. For instance, contractors can process requisitions, maintain stock control records, perform storage and warehousing, and make local procurements of items specified as deliverables in the contract.

15.8. The responsibility for administrative fund control is inherently governmental. The contractor can process all required paperwork up to funds obligation, which must be done by the Government employee designated as responsible for funds control. The contractor can also process such docu-ments as reports for survey and adjustments to stockage levels, but approval must rest with the Accountable Officer. In all cases, the administrative control of funds must be retained by the Govern-ment, since contractors or their employees cannot be held responsible for violations of the United States Code.

15.9. If the contractor’s property control system does not automatically accomplish Chief Financial Officer asset reporting, then reporting will be accomplished manually according to Federal Financial Accounting Standards No. 6, dated 1996.

16. Acquisition of Information Technology (IT) Assets.

16 AFI33-112 7 APRIL 2006

16.1. Procurement of desktops and laptops through AFWay is mandatory unless waived by the MAJ- COM CIO/A6. Ordering information can be found at: https://afway.af.mil.

16.2. Requirements processing for IT assets not procured through AFWay are covered under AFI 33-103. Process all base user computer systems orders except those excluded by host tenant support agreements and Joint Service programs managed outside the Air Force through AFWay.

16.3. IPMS Ordering Module:

16.3.1. All centralized PMOs that order computer systems or equipment from a standard Air Force infrastructure contract for multiple MAJCOMs must enter and maintain vendor contract, cost, and group tables in IPMS as specified by HQ SSG/ENEI. Make sure these tables, and all subsequent updates, are available in IPMS before the effective date of the initial release or update.

Additionally, process all orders for computer systems or equipment from a standard Air Force infrastructure contract through an ordering module in IPMS. Provide funding support for main-taining these tables and the ordering module to HQ SSG/ENEI by the contract PMO. Provide HQ SSG/ENEI sufficient lead time for implementation of the ordering module before the effective date of the contract or update. This ordering module must provide the functionality specified by HQ SSG/ENEI. This functionality, with the other IPMS modules, must, at a minimum, provide:

16.3.1.1. Automatic creation, addition, and, or modification of inventory records to the gain-ing organization’s IPMS database when specific contract orders are processed.

16.3.1.2. Validation of inventory record data field in the IPMS database.

16.3.1.3. Standardized inventory record data entry.

16.3.1.4. Reliable inventory tracking and life-cycle management of computer systems and equipment processed through IPMS.

16.3.1.5. Oversight of funding and computer system/equipment redistribution requirements.

16.4. (DOES NOT APPLY TO ANG) All MAJCOM centralized PMOs ordering computer systems from their own unique contracts (with a total annual funding of $2 million or more in any one year, or $25 million or more over the program life cycle) must comply with the vendor contract, cost, and group table requirements, plus the ordering module requirements, outlined in paragraph 16.3.1.

16.4.1. MAJCOMs managing the contract must provide funding to HQ SSG/ENEI. PMOs can access IPMS for this input by going through either their MECO or MAJCOM IPMS coordinator.

Use MAJCOM-unique contract tables for MAJCOM non-standard contracts just as you use stan-dard contract tables for Air Force standard contracts.

17. DELETED.

18. DELETED.

19. Use of Information Technology (IT) Systems.

19.1. Use IT assets for official or authorized purposes only. Commanders may authorize use of gov-ernment resources for personal projects if they determine the use is in the best interest of the Air Force. Document the authorization in an organizational policy letter or by a letter to the individual concerned.

https://afway.af.mil

AFI33-112 7 APRIL 2006 17

19.2. Do not input or store government information/data on privately owned IT assets without approval by the DAA according to AFI 33-202, Volume 1.

19.2.1. DELETED.

19.2.2. DELETED.

19.3. DELETED.

19.4. DELETED.

19.5. Alternate Work Locations. Unit commanders, in coordination with the local personnel office, may authorize personnel to work at an alternate work location (including the employee’s home). Unit commanders may also authorize installation of a PC, applicable software, modems, facsimile machines, and data (telephone) lines to support access at the alternate duty location (see Federal Per-sonnel Manual (FPM) System, FPM Letter 368-1, 26 March 1991, “Federal Flexible Workplace Project;” and Public Law (PL) 104-52, Telephone Installation and Charges, STAT 468, Section 620 [31 U.S.C. 1348]). Commanders must consider the cost of providing necessary communications and IT assets services before allowing personnel to work from an alternate duty location.

19.5.1. The unit commander authorizing the alternate work location must:

19.5.1.1. Determines the service is necessary for direct support of the agency's mission.

19.5.1.2. Funds for necessary equipment, software, LAN access, and phone lines necessary to support the mission.

19.5.1.3. Makes sure the alternate work location is an economical option to having the indi-vidual work in the office.

19.5.1.4. Authorizes payment for installation and monthly recurring charges.

19.5.1.5. Certifies that adequate monitoring capabilities and safeguards against private misuse exist.

19.5.1.6. Coordinate and document all equipment relocations with the EC before relocating assets.

19.5.1.7. DELETED.

19.5.2. The individual authorized an alternate work location is responsible for providing adequate security against equipment and software loss, theft or damage (physical and virus), or misuse. The individual is also responsible for ensuring use of government equipment and government-pro-vided services at the alternate work location are for official use only.

19.5.3. Prepare a letter for the individual to sign acknowledging their understanding of the basic network security policy. It is also recommended that users complete the Information Assurance Awareness CBT for knowledge and understanding of responsibilities regarding Information Assurance and protection.

19.5.3.1. As a minimum, the letter should stipulate that personal IT equipment cannot be used to store, receive, or process classified information and that all chat/instant messenger pro-grams must be disabled on privately owned information systems.

19.5.4. See AFI 33-202, Volume 1, for additional guidelines on telecommuting.

18 AFI33-112 7 APRIL 2006

19.5.5. The authorizing unit will keep those letters on file for the duration of the telecommuters’ assignment to that unit. After that, file according to the appropriate rule in AFRIMS RDS, Table T33-07 located at https://afrims.amc.af.mil/rds_series.cfm.

20. (DOES NOT APPLY TO ANG) General Officers (GO) and Senior Executive Service (SES) Notebook Computers and Personal Digital Assistants (PDA).

20.1. Active Duty GO and SES personnel, including brigadier general selects, are required to main-tain E-mail contact with the Chief of Staff of the Air Force. The GO’s or SES’ current unit of assign-ment will purchase a GO and SES notebook computer/PDA through the local communications unit and follow the standard requirement process. If desired by the GO or SES, the notebook computer/ PDA may accompany the GO or SES from assignment to assignment. If GOs or SES’ decide to take their notebook computer/PDA, they will work with the losing and gaining communications unit to ensure proper inventory accountability. The local EC retains accountability for the notebook com-puter/PDA until transferred to the new location. (See AFI 33-202, Volume 1.)

20.1.1. DELETED.

20.1.2. When a GO or SES retires or leaves Air Force service; he or she must turn in the notebook computer/PDA to the supporting ECO.

20.1.3. DELETED.

21. Environmental Considerations . Use hardware and software within the environmental parameters defined by the vendor (e.g., power, temperature, humidity, etc.).

21.1. Equipment damage outside these parameters may void the warranty or incur an added cost lia-bility according to the contract constraints.

21.2. Commanders may authorize use outside the environmental parameters if mission requirements dictate (e.g., deployed operations).

Section C—Inventory, Accountability, Transfer, and Reporting of Information Technology (IT) Sys-tems

NOTE: Consult AFI 33-115, Volume 1 for additional guidance in determining the types and quantities of equipment needed to support the network.

22. Inventory Management and Accountability of IT Hardware Assets.

22.1. Guidance for determining the accountability of IT assets is governed by multiple and complex congressional, federal, DOD, and Air Force policies. In order to simplify the determination of Air Force accountable IT assets, a comprehensive and current list of accountable and non-accountable assets is posted and maintained on the Air Force Portal (https://www.my.af.mil) under the Enterprise IT Initiatives section.

22.1.1. Management and oversight of the official Air Force accountability list is the responsibility of the CSMWG.

22.1.2. DELETED.

22.2. DELETED.

https://www.my.af.mil

AFI33-112 7 APRIL 2006 19

22.3. DELETED.

22.4. IT resources are shipped to the ECO and marked for the appropriate EC.

22.5. Software purchased with original equipment manufacturer IT is considered an integral part of the system. Therefore, the software must be maintained with the system. If the system is transferred, software and system documentation must accompany the system. Transfer all documentation with the system.

22.6. Software license management is explained in AFI 33-114.

22.7. IT assets that are components of weapons systems or other major systems and are already tracked in AFEMS or another property management system will not be tracked in AIM.

22.8. Equipment that is deployed and remains in possession/use of home station personnel who are deployed should be tracked and managed within the home station inventory. Equipment that is trans-ferred to other units or left forward must be properly transferred from the home station (losing unit) account to an appropriate gaining unit to maintain full accountability.

23. DELETED.

24. DELETED.

25. DELETED.

26. Transferring Non-excess Information Technology (IT) Assets to another Department of Defense Component, Federal Agency, State, or Local Government. The transfer of non-excess IT assets occurs when a function, and the IT assets acquired to support that function, is transferred to another DOD component or Federal agency.

26.1. The losing EC provides the losing ECO with a letter of transfer, signed by the losing com-mander documenting the transfer of the function and equipment.

26.2. Ensure a DD Form 1149, Requisition and Invoice/Shipping Document, is signed and dated by a designated official from the shipping activity (Traffic Management Office or commercial carrier) and the EC. For local transfers where no shipping activity is involved, the gaining and losing EC signs the DD Form 1149.

26.3. The ECO for the losing activity should account for the transferred IT. The ECO should also identify excess IT created as a result of the transfer of a function.

26.3.1. The losing ECO and the gaining ECO or other accountable officer will:

26.3.1.1. Review contracts to terminate maintenance for excess equipment.

26.3.1.2. Assist contracting officials in the transfer of responsibilities to the gaining activity.

26.4. The losing ECO will:

26.4.1. Update the asset status field in AIM using the codes in Attachment 5.

26.4.2. Provide information for accountable records to the gaining activity if the gaining activity is not using the same database as the losing activity.

20 AFI33-112 7 APRIL 2006

26.4.3. Review all contract obligations with the gaining and losing activity. Pay close attention to any contract termination clauses (applies when extra maintenance has been paid for by the losing organization). Use currently established AIM guidance for the removal of items from an account.

26.4.4. Review IT assets release dates. Give adequate notice to the vendor to preclude payment of extra costs.

26.4.5. Coordinate IT assets release dates with other base functions, if necessary.

26.4.6. Coordinate with ISSO for hard drive sanitation according to the procedures outlined in AFSSI 5020 (FOUO). Find additional information at http://iase.disa.mil/policy.html.

26.4.7. Provide the IT system database records or custodian report for the EC to attach to the equipment being transferred as appropriate.

26.4.8. Properly inventory, package, warehouse, and secure equipment when storing IT assets before transfer.

26.4.9. Ensure the IT system database inventory records reflect this transfer of equipment accountability to the receiving organization.

26.4.10. Ensure the AFEMS Help Desk is notified to delete or archive the IT records of the equip-ment being transferred to a Department of Defense Component, Federal Agency, State, or Local Government.

Section D—Information Technology (IT) Systems Maintenance (Not Applicable to Non-Air Force Managed Joint Service Systems)

27. Support Plan. The CSO develops a Logistics Support Plan for IT assets according to AFI 21-116 to ensure logistics support throughout the expected lifecycle. A support plan includes planning and develop-ing a spare and repair parts support plan, determining initial requirements, acquisition planning, distribu-tion, and replenishment of inventory spares.

27.1. Although there is no one size fits all method to determine the quantity of spare equipment or repair parts to keep on hand, consider technical data such as mean time between failure rates, reliabil-ity data…