Workstation Management


Administration & Finance


Information Technology Services

Contact Information: 

Chief Information Officer / Nish Malik / (415) 338-1133 /

Effective Date:

Tuesday, September 4, 2018

Revised Date: 

Tuesday, July 14, 2020


Integrated CSU Administrative Manual 8000 Information Security

ICSUAM 8045.S400 - Mobile Device Management Standard

ICSUAM 8050 - Configuration Management

ICSUAM 8050.S0100 - Configuration Management -Common Workstation Standard

ICSUAM 8050.S0200 - High-Risk/Critical Workstation Standard

ICSUAM 8060 - Access Control

ICSUAM 8065 - Information Asset Management

ICSUAM 8075 - Information Security Incident Management

ICSUAM 8105 - Responsible Use Policy

San Francisco State University Policies

SF State Mobile Device Policy

SF State Password Policy

SF State Secure E-Waste and Paper Disposal


The Workstation Management Policy defines the maintenance and configuration requirements for the management of university and auxiliary-owned workstations. Common and high-risk workstation standards must be followed. Campus IT support providers must be able to track information technology assets and remediate endpoint vulnerabilities to manage risk.


Workstations: Refers to desktop, laptop (notebook), and devices running supported workstation operating systems including secondary or virtualized supported workstation operating systems. Any university-owned workstation or any university approved cloud-hosted workstation is in scope for compliance with this directive even if no longer in use for its intended purpose.

Common Workstations: Refers to the configuration and state of workstations as described in ICSUAM 8050.S01.

High-Risk Workstations: A “High Risk” workstation is defined as any workstation that locally stores or processes “critical” data or systems.  In addition, a “High Risk” workstation includes any workstation that accesses critical data or systems as defined, and whenever the access to critical data or systems includes the use of privileged account permissions.  Workstations that do not directly access critical data or systems are not considered high-risk workstations.

Critical data or systems: “Critical data” includes protected level 1 information in such quantities as to require notification of a government entity in the event of a breach (e.g. over 500 records under HIPAA or CA 1798.29), or information classified as protected level 1 due to severe risk, regardless of the record count. Examples include:  patient health information, student financial information, and payment information.  See the Confidential Data Policy for more information.  SF State’s Information Security Office is responsible for determining the classification of a workstation when questions arise.   

Directly Access: Refers to accessing critical data or systems where no isolation layer is used, such as virtualization. 

Protected Level 1 Information Due to Severe Risk: Information whose unauthorized use, access, disclosure, acquisition, modification, loss, or deletion could result in severe damage to the CSU, its students, employees, or customers. Severe risk includes but is not limited to:  financial loss, damage to the CSU’s reputation, and legal action.


 The Workstation Management Policy covers all University-owned workstations used to access or store SF State data including Mac and Windows-based desktops and laptops. Workstation management may be conducted manually or using an automated tool according to timelines and criticalities established in workstation security guidelines. The following guidelines must be followed for workstation management:

Workstation Reporting

• Enable data gathering for hardware, operating system, applications and configuration running on workstations

• Follow active directory and DNS naming conventions to associate devices with user, location, and support area

• Track all devices storing confidential level 1 data

Patch Management

• Deploy operating system and application updates and patches to remediate vulnerabilities

Operating System Deployment

• Deploy operating systems that adhere to common or high-risk workstation standards

Application Deployment

• Install, un-install and configure applications

Data Security

• All non-public workstations must be encrypted

    o Computer lab workstations may be reviewed on a case-by-case based on usage

Configuration Management

• Minimum configuration settings must be included in all deployments

Workstation Management Tool Administration

• Workstation management tools must use the approved campus Active Directory service for authentication and authorization

• Hosting for tools used for the management of high-risk workstations must meet the requirements of a high-risk workstation

Decommissioning and Disposal

• Workstations no longer in use and ready for removal from the campus environment must follow secure e-waste and property control procedures


Responsibility for implementing this policy will rest with Information Technology (IT) units across campus. Submit any apparent violation to the appropriate administrative authority (vice president, dean, director, department, or program chair) or to Any exceptions to this policy must be documented using a risk assessment and approved by a Vice President, the Chief Information Officer and Information Security Officer.


Noncompliance with applicable policies and/or practices may result in suspension of network and systems access privileges. In addition, disciplinary action may be applicable under other University policies, guidelines, implementing procedures, or collective bargaining agreements.

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