Illinois State University is in the process of improving practices to prevent theft and loss of computers after the auditor general reported 60 missing computers.
The auditor general summary report, which was released last week, stated during the university’s fiscal year 2013 inventory count, the university reported 35 missing laptop computers, 21 lost desktop computers and one missing server — products totaling a loss of $76,826.
Additionally, five laptop computers, two desktop computers, four iPads and one iPod were reported stolen totaling $9,268.
“The system needs to be tightened up, we are working on a checklist system for approval,” ISU Chief of Staff Jay Groves said.
Several computers in the lost category could have been removed without the recording of paperwork for the use of parts for other computers, Groves told the Pantagraph.
The auditor’s report also noted that the university had not protected its computer with encryption software, increasing the risk of confidential information that could be exposed. This confidential information might include education records, health records, personal information and sensitive information.
Groves said the university agreed with the audit report’s results and that the university needs better inventory control and process for accessing whether a missing computer might have contained confidential information.
The report also found the university had weaknesses in internal controls over compliance with the College Student Immunization Act.
It noted that 16 students who should have been blocked from registration were enrolled and attending classes. Furthermore, five students were coded as “on campus” when they actually lived “off campus.”
University officials agreed with the recommendation from the auditors and will review and improve the current internal controls for monitoring compliance.
The university is in the process of implementing its LEAPForward program, a next generation academic information infrastructure system that will allow faculty, students and staff to complete tasks in a more rapid time.