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For district leaders

Every serviceneeds an owner.

Services without an owner keep old access, old data and old contracts running. An owner turns a tool into a managed service.

  • 2-minute lesson
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  1. 1Why it matters

    Record contract responsibilities

    Use the district's approved procurement and legal process to clarify incident notice, support, security responsibilities, data return and deletion, termination and continuity arrangements. Record the actual agreed terms rather than importing a universal notification deadline. Identify who can contact the provider during an incident and how escalation works outside normal school hours.

    Manage changes and retirement

    Connect onboarding, purchasing, configuration changes and disposal to inventory maintenance. A retired asset needs an access and data disposition decision, not merely an inventory status change. Confirm that credentials, integrations and retained information are handled through the approved process. Review unsupported assets with owners so a technical record becomes an actionable lifecycle decision.

  2. 2Do this

    • State the purpose

      Record the need, information used and approved system. Inventory categories, not a copy of records.

    • Assign an owner

      Name the accountable role for access, information quality, vendors and exceptions.

    • Limit access

      Match access to current duties. Review staff moves, departures and vendor permissions.

    • YESUpdate the plan

      Update access and use, then set the next review. Follow retention rules, holds and approved vendor exit procedures.

    • NOSet the next review

      Record the reviewer, date and open actions. Check that approved changes actually happened.

    Review record
    • Purpose
    • Owner
    • Approved roles
    • Review date
    • Retention / exit plan

    No owner yet? Start with your most critical service. Name an interim owner and a review date this term.

  3. 3Quick check

    Which inventory field most directly connects an asset to district operations?
    What else is needed when an asset is retired?

    Choose an answer for each question.

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