The Digital Asset Contact Tool is a centralized system designed to manage and maintain critical information about digital assets, including websites, servers, applications, and service providers. Each asset entry is assigned a minimum of two designated contacts: a business contact responsible for the operational oversight and a technical contact accountable for technical maintenance and support.

To ensure data accuracy and accountability, the tool initiates an annual review process. During this cycle, all assigned contacts receive an automated email prompting them to verify the asset’s status and confirm or update the associated contact information. This process helps maintain up-to-date records, supports compliance and continuity planning, and ensures that each digital asset has clearly defined ownership.

Digital Asset Contact Dashboard

To access the dashboard, please use the following link: Digital Asset Contact Dashboard.

On the dashboard, users will see only the digital assets for which they have been assigned as a contact.

How to make updates to a Digital Asset

• Double click on the digital asset you want to update
  
  

• Any of the fields on the Digital Asset Contact Form can be updated.
  
  
  

• To add a Contact, enter the contacts NetID in the Search for Contact Person field and select the Search button.
• If the correct contact was found, choose the Contact Type(s) and select the Add button.
  
  

• To Edit or Delete an existing contact, select the contact from the list and choose Edit or Delete.

Annual Review Process

An automated email will be sent to the contacts of the digital asset when the renewal date is within 2 weeks or less. This email will be sent weekly until the renewal date has passed.

How to Renew an Asset

• In the Digital Asset Contact Dashboard, if an asset requires Renewal, the Renewal Date will be highlighted red.
  
  
  
• Double click on the asset you want to renew.
• Follow the instructions under the Important section at the top. You can choose to either Renew the asset or Inactivate the asset if it is no longer active.
  
  
  
• If you select Renew, the Renewal Date will be updated to 1 year from today and set the Asset Status to ‘Active’. Make any further updates and select the Submit button when finished.
• If you select Inactivate, this will remove the Renewal Data, set the Asset Status to ‘Inactive’, and Submit the form. Select the Close button to return to the dashboard.
• Repeat these steps for additional assets.