Surplus and/or disposing of electronic devices with storage capabilities
The use of computing technology has made data and document processing more efficient and productive in the workplace. When newer technology becomes available, the older technology is sometimes handed down to functional areas not needing the capabilities of the higher end processors. The next step in the evolutionary cycle is to surplus this technology. Whether being passed down or surplused, these devices need to have their built-in storage media (hard drives, memory sticks and other non-volatile storage, etc.) reformatted or purged to keep sensitive data from being inappropriately shared. This is not only to protect the University but it is a requirement of the Family Educational Rights and Privacy Act (FERPA), the Health Information Portability and Accountability Act of 1996 (HIPAA), and the GRAMM-LEACH-BLILEY ACT (GLBA). All electronic devices above, regardless of purchase price, whether being recycled or surplused, must be processed by the HUB (the helpdesk).
If the unit is to be recycled, the HUB will take appropriate steps to clean the storage device and reload the campus standard operating system and applications. If it is to be marked for surplus, the HUB will use available technologies to clean the storage device. If the condition of the storage device does not allow access, the device will be rendered unusable. At this point the surplus inventory document will be completed and the unit will be sent to the warehouse for disposal.
* Electronic devices include, but are not limited to: desktop and laptop computer hard drives, servers, handheld computers, and Personal Digital Assistants (PDA).
Surplus Computer Property Form (PDF)
(Requires Adobe Acrobat Reader, available here)