Policy Name: Computing Hardware Disposal Policy
Policy ID Number: 03-05-018
Version Effective Date: September 21, 2011
Last Reviewed on: January 1, 2019
Policy Applies To: University wide
Responsible Office: Information Technology
INTRODUCTION AND STATEMENT OF PURPOSE
A department may possess computer equipment that is no longer required due to a variety of reasons, such as obsolescence, excessive maintenance cost, or end of life-cycle. The equipment may also be considered surplus to the requirements of the department. Once the computing hardware is no longer needed or useful, it must be disposed of in a responsible manner. There are some instances where the computing hardware is no longer needed by the individual or department, but is still deemed viable. In this case, procedures must be in place to re-use the asset.
This policy defines what constitutes a viable or obsolete computer, how each will be handled.
For the purposes of this document, computing hardware includes all forms of computers, computer components, and peripherals.
A computer is deemed viable if it can be utilized by another department and can still be effectively supported by IT Helpdesk Services.
Computing hardware will be considered obsolete under one or more of the following conditions:
Means of Disposal
An effort should be made to redistribute the computer equipment to a location within the University that may make use of the equipment. In this case, the computer is put back into service intact or with very minimal modification (such as adding memory). Asset inventory transfer forms must be submitted to transfer the equipment within the University.
Computer equipment can be sold to recyclers or disassembled for parts and supplies for reuse of components internally. Scrap components are also set aside for recycling.
If the computer is still viable, it may be transferred to another department within the university. Asset inventory transfer forms must be submitted to transfer the equipment.
If it is determined that computer equipment cannot be reused or recycled, it must be disposed of in compliance with state and federal laws for environmental responsible disposition and in accordance with University computer disposal procedures.
Key Performance Indicators (KPIs)
The following success of the policy will be assessed annually using the following quantifiable measures:
Procedures for Transfer or Disposal
Note: All paperwork generated either in-house or by removal contractor must be maintained in Asset Management files. Copies may be kept by the Department of IT and Facilities Inventory Control offices.
This policy is managed by:
University Title: Associate VP for Information Technology
Location: Rossey Hall, Room 58
Telephone: (201) 200-3350
Facsimile: (201) 200-2332
DATE TO INITIATE REVIEW AND UPDATE
As deemed necessary or appropriate by the Policy Coordinator but at a minimum, at least every 5 years from the date of last review.