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Server Registration & Centralization


To ensure the registration and collection of accurate information about all servers owned, operated or housed by the University of Kansas Lawrence and Edwards campuses and to describe the criteria for centralization of these systems into centrally administered data centers.

Applies to: 

All servers owned, operated or housed by the University and controlled or managed affiliated organizations.

Policy Statement: 

Server Registration:

To ensure that the University of Kansas complies with state and federal regulations and grant requirements, protects information appropriately and adheres to best practices, it is necessary to maintain a registry of all servers that are owned, operated or housed by the University or store data that belongs to the University regardless of their location.

All servers must be registered with KU Information Technology (KU IT). No server is exempt from the registration process.

KU Information Technology will continuously maintain a server registration system. This system will store information that will be used for the purposes of maintaining contact and ownership information, managing assets, auditing security and ensuring compliance with the Data Classification and Handling Policy.

Server Registration Process Overview

Deans, directors and department chairs (sponsor), or their delegates (primary contact), will register all servers by following the server registration process. Sponsors are responsible for ensuring that the servers within their areas are registered and that this information is accurate and complete.

To ensure that the information on file about each server is accurate, up to date, and reflects its current use and condition, both the primary contact and sponsor will review server registration information annually. The primary contact is responsible for annual updates.

Server Centralization:

Centralization of servers into a managed data center environment improves service, efficiency and data security and reduces costs associated with hardware, maintenance, the power and cooling of these systems. Systems that are centralized will be managed collaboratively by KU IT and departmental staff to ensure they meet the needs of the sponsor, are highly available, meet security requirements and operate efficiently.

Exclusions or Special Circumstances: 

All servers will be considered candidates for hosting at KU's centrally managed data centers unless there is a sound technical or business justification for an exception.  Requests for an exception to the server registration process may be made by following the Server Registration Exception Process.


KU IT will identify unregistered servers and ask the responsible party to complete the server registration process. If the responsible party does not complete the server registration process within 30 days after initial notification, the system’s network access will be blocked until the server registration process is complete.


Chief Information Officer

345 Strong Hall

1450 Jayhawk Blvd

Lawrence, KS 66045

(785) 864-4999


Approved by: 
Provost and Executive Vice Chancellor
Approved on: 
Tuesday, October 11, 2005
Effective on: 
Saturday, October 15, 2005
Review Cycle: 
Annual (As Needed)

Server: Any computing device on KU's network that offers services or stores data for the purposes of sharing.

Server, Centralization, Registration
Review, Approval & Change History: 

Recommended by the Chief Information Officer; reviewed and approved by the Provost and Executive Vice Chancellor 10/12/2012.

Information Access & Technology Categories: 
Information Technology

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