STATE UNIVERSITY OF NEW YORK AT BINGHAMTON

OFFICE OF THE VICE PRESIDENT FOR ADMINISTRATION

Policy Type:
Information Technology

Policy Number:
301

Last Date Revised:
8/1/14
Policy Title:
Recycling/Disposing of Computer Equipment and Cellular Devices
The following office is responsible for the accuracy of the information contained in this policy:

Office of the Chief Information Officer (ITS)

When an office or department needs to recycle or transfer equipment containing confidential information, it must be delivered to Information Technology Services (ITS) at the Computer Center, Room G01.  Delivery of the equipment can be made by the originating office/department or by submitting a service request to Physical Facilities requesting expeditors to pick up and deliver. Do not leave computer equipment unattended or in hallways during transfer.

I. If the computer equipment is being redeployed by ITS to a campus department, the equipment will be re-initialized using the U.S. Department of Defense (DOD) methods, reloaded with University licensed operating system and programs, and then distributed to another user on campus and a Form A completed to designate the new location of the equipment.

II. If the computer is being surplused, traded, sold or scrapped, the hard drives will be removed and hand carried to the recycler. ITS personnel will observe the destruction of all drives.  A certificate of destruction is kept on file. Shredding of hard drives ensures there is no way any information can be recovered from the drive.
Tablets do not have a hard drive but will be appropriately scrapped as well.

III. If a copier is being surplused, traded, sold or scrapped, the hard drives are removed and destroyed by the recycler. A hole is plunged through each hard drive making it unusable, thus insuring that no information can be recovered.

IV. University Issued/Purchased Cell Phones - If a department purchases a cell phone for an employee (either from Telecommunications or directly from a cellular provider) and the employee either upgrades the phone, leaves the University, or will no longer be using the phone, the old phone may 1) be redeployed to another employee in the department or 2) be deactivated and held by the department head to serve as a backup for a lost or broken phone. If the department cannot identify a business need for the old cell phone, the device must be returned to Telecommunications, which will assure that the phone is properly sanitized to delete and erase all information and then disposed of in an appropriate manner. Departments and/or individual employees do not have the authority to donate, recycle, or sell state issued cell phones.

A Form A must be completed when surplusing or transferring any equipment. The Form A can be completed online at http://www2.binghamton.edu/property-control/Form-a-html-but prior to submitting the form, be sure to print a copy and attach it to the equipment.

 

Management Procedures
100 - Budget and Finance 600 - Personnel and Payroll
200 - Business Affairs 700 - Binghamton University Foundation
300 - Information Technology and Information Security 750 - Research Foundation
400 - Facilities and Property 800 - Security and Safety
500 - Institutional Services 900 - Office of the Provost