What do I need to consider before I purchase software or hardware?

Stanford community members have access to a wide range of recommended software and hardware offered through various campus providers. Purchasing through campus providers allows you to benefit from Stanford-negotiated prices, optimal configurations, and enhanced security features.

Software

If you’re shopping for software, we recommend first exploring the Software at Stanford website. This comprehensive selection of software is available for use or purchase through University IT (UIT), Stanford University Libraries, Stanford SmartMart, the Stanford Bookstore, and several other campus providers.

Software through external providers

You may purchase software through providers outside of Stanford; however, keep in mind the following important considerations.

• Data risk: A data risk assessment (DRA) is a requirement if you will be sending or receiving Moderate or High Risk Data to or from a non-Stanford entity. Before purchasing software from an outside provider, we recommend completing a DRA to determine how Stanford data may be used. And remember, if High Risk Data is involved, completing a DRA is a must.
• Digital accessibility: We recommend evaluating the accessibility of a software product to ensure compliance with Stanford’s digital accessibility policy.

For more resources on purchasing software as well as guidance on data risk and digital accessibility, refer to UIT’s Software Purchase Guide. 

Hardware

In the market for hardware? Take a look at UIT’s Hardware Recommendations. We provide a selection of recommended computing hardware and standard accessories, purchasing guidance, and links to order through SmartMart Catalog Suppliers.  

Stanford University Hardware Program (SUHP) is another option for organizations to relieve the administrative burden of purchasing and managing work computers and accessories. For more information about the program, visit suhp.stanford.edu. 

Other hardware types

• Mobile devices: Depending on local school or unit policy, employees may purchase mobile devices for business use. UIT’s Mobile Device Services offers negotiated hardware and service rates with three major carriers.
• Printers: Cardinal Print is the university’s managed print service. Anyone with a SUNet ID may securely print, copy, or scan materials at any Cardinal Print device. Using Cardinal Print reduces security risks, improves workflow efficiency, and supports the university in achieving its long-term sustainability goals.

Recent changes to purchase guidance

Earlier this year, restrictions were removed from purchasing computing hardware or software with a Purchasing Card (PCard). While UIT offers software and hardware purchase guidance and recommendations, less preferred purchasing methods (such as PCards) may be used at a school or unit’s discretion. 

This change is the result of risk mitigation strategies that safeguard and steward the university's critical IT assets and better balance administrative efficiency needs. For example, senior leadership can access high risk business monitoring reports that provide insights into high risk areas within their schools and units, which may include software and hardware purchases. Additionally, enrolling and securing your devices, regardless of how they’re purchased, will help protect your data and ensure access to important Stanford resources.

More important resources

• For additional university recommendations on preferred software purchasing methods, refer to the Purchase Services page on Fingate.  
• For additional university recommendations on preferred hardware purchasing methods, refer to the Purchase Goods page on Fingate.  
• Be sure to follow Minimum Security Standards to safeguard your laptops, desktops, and mobile devices.
• Refer to  Research Policy Handbook Section 1.10 for information security practices and guidelines specific to research computing systems.