Disposal of Technology Equipment at UCM

Overview

This document outlines the rules and procedures for handling technology equipment returned to the Office of Technology for either redeployment back on campus or final disposition. It also covers the procedures followed for the final disposition of technology equipment relinquished by UCM. 

Definitions

Campus Technology Services has the responsibility to ensure that technology equipment returned to the Office of Technology for redeployment or disposal is handled and documented in accordance with University and Office of Technology guidelines. Primary oversight of the WDE 0310 space will reside with the Manager of Technology Operations, and the processes for handling technology equipment in the WDE 0310 space will reside with the Technology Support Center.

Ticket workflows contain the steps necessary for the documentation of technology equipment moves, including those returned to the Office of Technology for redeployment or disposal. Equipment status in the Team Dynamix asset/inventory management system denotes the following:

  1. “In Use” means that the technology equipment is deployed in the field to specific individuals/departments.
  2. “Inventory” means that the technology equipment is in possession of the Office of Technology for redeployment or disposal.
  3. “Disposed” means that the technology equipment has been removed from UCM’s ownership and possession.

WDE 0310 is primarily to be used for the purpose of sorting surplus equipment, and it is considered temporary storage pending disposal via GovDeals or UCM Surplus. See the Manager of Technology Operations if you need to utilize this space for any other purpose.

Technician Instructions

The following work must be completed before bringing any (see note below for Large items) equipment into WDE 0310:

  1. Complete all necessary steps on ticket workflows (Hardware New or Hardware Modify) to provide information to the Operations team to update asset records. These tickets are absolutely required for every piece of UCM-tagged technology equipment that comes back to the Office of Technology because they have workflow steps that ensure the asset records for the equipment are updated.  No equipment may be returned to the Office of Technology inventory without an Office of Technology Team Dynamix ticket documenting status and location.
  2. No equipment may be returned to the Office of Technology inventory with UCM data on it (see items b and c below for exceptions). Labels can be found in WDE 0310, or see the Manager of Campus Technology Services for labels.
    • Use an Office of Technology-provided tool that provides a 3-layer DOD wipe.  See “Parted Magic” instructions for details. After the data wipe is completed, label the device as “WIPED” and put your initials on the label.
    • Identify any computer or storage device that cannot be wiped by labeling it “Contains DATA”. 
    • Label non-bootable devices as “DEAD”. 
  3. Deliver surplus technology equipment to the sorting area of WDE 0310 (center of the room). Dedicated Techs will need to contact the Technology Support Center Manager or the Operations Team for access to WDE 0310.
  4. Place the equipment in the location designated for sorting (look for signs, for example,  “Laptops Here”, “Towers Here”, etc.).

Notes

Technology equipment dropped off by technicians will be spot-checked for data before going into the final disposition phase. If a device is found containing user data, the technician who dropped off the equipment will be tasked to come back and pick up the device to complete the data wipe. 

Large volumes of equipment being returned to inventory, such as a lab, must be coordinated with the Technology Support Center Manager to ensure smooth operation and reduce overcrowding of the available storage space.

Campus Technology Services / Operations Team

  1. Before a device is delivered to WDE 0310 for disposal, the OT or Dedicated Technician must determine if the device can be redeployed. Items that are considered re-deployable meet any of the following criteria:
  2. Items meeting this criteria should be stored in WDE 0112 and an update notification to the Operations Team must be made on the hardware/ new or hardware/ modify ticket under which these items are being removed from the department. Items not meeting the criteria should be taken to WDE 0310. If tagged equipment is moved from WDE 0112 to WDE 0310, the technician will create a hardware/ modify ticket and use the Asset Update template to put the appropriate asset information in the ticket feed, and an assignment will be given to Ops on the ticket to update the assets' location.
  3. The Technology Support Center Manager, or designee, will survey the contents of WDE 0310 frequently (at least weekly), recording all information and efforts on a hardware delete ticket.  When the ticket is created, the field labeled "Final Disposition" must be completed.
    • Anything marked as “DEAD” will be evaluated for the feasibility of disposal via auction lot vs eventual destruction. For example, a DEAD iPad that cannot be booted to perform necessary data erasure will be set aside for eventual destruction. A DEAD PC or laptop with a removable drive will have the drive removed for eventual destruction/wipe, while the PC will go into a bin/shelf/location with other DEAD equipment to be disposed of as an entire lot of DEAD equipment.
    • Items and devices that no longer have value to the university will be sorted and put into bins for GovDeals auction lots.
    • Tagged items that are part of a hardware/ delete ticket need to be attached to the ticket. As part of the ticket, the Endpoint Management Group (EMG) will review all assets to determine if any should be removed from management consoles. The Operations Team will also be notified when the items have been sold so that the assets can be updated.
  4. When a GovDeals lot is sold, the buyer will contact the Operations Team to arrange for their pickup. The Operations Team will make a copy of the buyer's (or their designee) driver's license and then contact the Technology Support Center Manager for removal of the items from WDE 0310. In the event the TSC Manager or TSC Techs are not available, the Operations Team will assist the buyer with removal of the items.
  5. In the event items do not sell on GovDeals, the Technology Support Center Manager will make arrangements with surplus and interface with FPO to arrange for final disposal.

NOTE for Large Surplus Items

In those instances where a technology item is too large to transport back to WDE 0310, the following steps may be taken:

  1. The technician will create a hardware/ delete ticket for devices that are too large to return to WDE 0310. All tagged items must be attached to the ticket.
  2. The OT or Dedicated Technician must ensure that no UCM data is left on the device.  For most large MFP/MFCs, this is accomplished with a "Cold Reset" of the device. 
  3. After UCM data is removed/deleted, the OT or Dedicated Technician should affix a "green label" to the device and fill in the blanks on it with the date and initials.  Obtain these labels from the CTS Manager. Make sure to remove the OT service tag from the device.
  4. The OT or Dedicated Technician should instruct the surplus department to contact UCM's Surplus Operations to arrange a surplus pick up. The department must fill out a surplus sheet for the pickup.  NOTE:  There must be a green label on the device before it is picked up. 
  5. After the green label is attached, the OT or Dedicated Technician should complete the ticket, including appropriate asset updates/workflow steps, and send the Operations Team the asset update information as follows:
    • Asset Tag: #...
    • User: (same as it is when we tag it)
    • Dept: (same as it is when we tag it)
    • Building: (same as it is when we tag it)
    • Room: (same as it is when we tag it)
    • Hardware Classification: Printer
    • Asset Status: DISPOSED
  6. After Ops closes their workflow step for updating the asset, the Tech can close the ticket. 
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