Draft 3.1
1/30/2007
University Policy
Disposition of Surplus University Computers
Policy Statement
Owning departments are required to remove data and software from University computers prior to disposal. Enterprise Technology Services (ETS) (f.k.a. Computing and Information Technology (CIT) will offer technical assistance. Physical Plant will pick up computers and ensure environmentally safe disposal.
Reason for the Policy
Computers which were purchased with University funds or grant funds, donated to the University, or acquired for the University through other means, are the property of the University of Vermont and State Agricultural College and do not belong to specific individuals. The University has an obligation to manage surplus computers in an environmentally responsible and fiscally responsible manner which ensures safeguarding of sensitive data and licensed software.
Computers, including monitors, CRT's, CPU’s and related components, contain toxic elements such as lead, cadmium and other heavy metals which are harmful to the environment when improperly disposed. Computers are prohibited from disposal as solid waste in landfills and as scrap metal in conventional recycling programs. Computers must be handled for proper recycling.
Used computers contain stored data and licensed software which are at risk of unauthorized use. These risks are related to potential violation of software license agreements; unauthorized release of student/patient information; inadvertent release of user id and password combinations; financial information; and other personal or sensitive information. All of this information must be erased and rendered unreconstructable and inaccessible before any form of disposal, recycling or reuse occurs.
This policy establishes that proper disposal of used computers is a shared responsibility among the original owning department, Enterprise Technology Services (ETS), and the Physical Plant Department. This policy facilitates the removal of surplus computers from the owning department's premises, reduces the burden of storing unwanted equipment, manages potential risk of data loss, and reinforces the University's reduce-reuse-recycle philosophy.
Strategic Direction
This policy supports the following goal in the University’s Strategic Plan located at: http://www.uvm.edu/president/?Page=strategic_planning/strategicplan.html
• Focus the human, fiscal, environmental, technological and physical resources of the University on institutional values and priorities
Applicability of the Policy
This policy applies to all University of Vermont faculty and staff.
Policy Elaboration
None
Definitions
“#-Pass Erase” means the number of times a particular program or utility will overwrite random data over a hard drive. The more “passes” run on the hard disk, the more difficult the recovery of documents and files from it.
“Department of Defense (DoD) Standard” means the currently accepted procedure for data destruction used by the Federal agency. The original DoD Standard is found at: http://dod.planitroi.com/hd_policy_memo1.pdf.
Procedures
1. Data and Software Removal by Departments
Department Chairs, Directors or their designees may declare used computers and related components as “surplus” originating from their department. Before the owning department places a service request to have old computers picked up, owning department must ensure that all software programs and data files are completely removed.
At a minimum, data removal shall be achieved by using a “one-pass zero” method. This should be sufficient for most University computers. However, for data which is considered higher sensitivity, departments must utilize a software utility that has erase or wiping capabilities that meet or exceed the latest Department of Defense (DoD) standard. The actual method or process for removing institutional data from storage devices shall be at the discretion of the owning department as determined by the nature of the data stored by their department.
For directions on how to properly erase, wipe or sanitize hard drives and disks, visit the Enterprise Technology Services (ETS) Information Security Office website at: https://www.uvm.edu/ets/security/erase or contact the ETS Help Desk. Instructions are available for both Windows and Macintosh systems. Users need a UVM Net ID and password to access this site.
2. Label Certification for Clean Media
University departments must certify that all data and software have been removed from computers prior to turning them over to the Physical Plant Department. Each machine must display a label (“Certified Clean Media to be Recycled”) which provides information about who cleaned the machine, the department, on what date, and the method or program used. A template for labels is available on the UVM Recycling Program website at http://www.uvm.edu/recycle, or labels can be requested from UVM Physical Plant Department Recycling Office.
3. Redeployment of Surplus Computers
Department Chairs, Directors or their designees may allow redeployment of surplus computers in the following instances.
a) Transfer internally to another University department or user. The original owning department must ensure that all data files are completely removed prior to transfer to another user.
b) Allow an individual employee to take their old University computer for personal use if computer cannot be redeployed within the department. Owning department must ensure that all software programs and data files are completely removed. Owning department must perform one of the methods for data and software removal as explained above. After the hard drive has been erased, the owning department may only reinstall the original operating system software that was licensed with the original computer. Contact the ETS Help Line for specific instructions.
c) Donate a computer to a recognized 501(c)(3) charitable organization such as a school, religious institution or similar non-profit. Owning department must coordinate the details of the exchange and receive proof of 501(c)(3) status of recipient. Owning department must ensure that all software programs and data files are completely removed. Owning department must perform one of the methods for data and software removal as explained above. After the hard drive has been erased, the owning department may only reinstall the original operating system software that was licensed with the original computer. Contact the ETS Help Line for specific instructions.
4. Disposition of Computers by Physical Plant
All surplus computers which have not been redeployed through one of the above instances must be turned into the Physical Plant Department for proper recycling and disposal. Owning Departments must submit a Service Request using the FAMIS Self-Serve system to request a pickup of surplus computers and components. All equipment must be unplugged and disconnected prior to pick up. All equipment must display a completed “Certified Clean Media to be Recycled” label. Physical Plant will ensure environmentally safe disposal through a certified electronics recycling and disassembly facility.
5. Anti-Scavenging
Unauthorized removal, transfer or disposal of University owned property, regardless of value, is considered theft and constitutes a serious breech of this policy.
Forms
For directions on how to erase hard drives, go to UVM Information Security Office website: https://www.uvm.edu/ets/security/erase/
For a template of “Certified Clean Media to be Recycled” stickers, go to UVM Recycling website at: http://www.uvm.edu/recycle
To submit a Service Request to Physical Plant department to request pickup of surplus computers, go to the FAMIS Self Service site at: http://www.uvm.edu/fss or contact Physical Plant Service Operations Support at 656-2560.
Contacts
Questions related to the daily operational interpretation of this policy should be directed to:
Assistant Director for CIT Client Services
Computing and Information Technology
238 Waterman Building
Phone: (802)656-1174
Recycling & Solid Waste Supervisor
Physical Plant Department
284 East Avenue
Phone: (802) 656-4191
Related Documents / Policies
None
Effective Dates
Original Issue Date: January ___ 2007
Current Revision Date:
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