Computer Disposal / Reassignment
Hard Drive Sanitizing for computers to be surplused or re-assigned
- All computers, copiers, fax machines, and other electronic devices that have stored or received protected health information (PHI) and/or other confidential related data are required to have the hard drives sanitized (or destroyed) and/or memory erased before being re-assigned or surplused. HSC Information Technology Services has a disk sanitizer available to erase drive data meeting the HIPAA requirements and the Department of Defense (DoD) standards prior to equipment re-assignment. A degausser is available to destroy and render magnetic devices (harddrives) unusable for equipment to be surplused.
- Departments wishing to surplus, re-assign (transfer), or return leased computers, copiers, faxes, electronic devices should contact the HSC Help Desk at 304.293.3631 to make appropriate arrangements.
- Once the Help Desk has degaussed/sanitized the equipment, the equipment will be eligible for your department to surplus or re-assign(transfer) within the University.
- The computer, or any hardware/software/licensure components, may not be transferred to an individual for personal gain or re-sell.
- The Help Desk has a CD, DVD, and mini disc data destroyer that will damage the cd/dvd/mini discs on both sides leaving data completely unreadable. Please contact the HSC IT Services Help Desk (304.293.3631) if you need assistance destroying CD, DVD, or mini disc media.
- Surplused computers will be disposed of per WVU and/or UHA, WVUPC policies and procedures. Please follow the appropriate guidelines for your hardware.
- State owned computers, copiers, faxes, electronic devices to be surplused will be labeled with an orange tag and the hard drive(s) / memory will not be re-installed in the device. State owned computers,copiers, faxes, electronic devices to be transferred to another department will be labeled with a blue tag denoting equipment sanitation date.
- To dispose of UHA owned equipment, please contact the UHA Call Center at 304.598.4357. A UHA IT PC Support Technician will pickup and properly dispose of your equipment and update the Asset Management database.
- Per WVU Asset Management, please note that surplus and transfer procedures are to be performed by the departments who have ownership of this equipment.
- The Help Desk cannot surplus equipment for other departments.
- Please see the HSC IT Services Administration website for more information on the disposal/transfer process click here.
- It is the responsibility of the department to ensure that all data is erased from computer harddrives, handheld computers, Personal Digital Assistants, Smartphones, cell phones, copier drives, fax, removable and external drives (ie. USB memory key, CD, DVD, floppy, external drives) before disposing or re-assigning the device. Please contact the HSC IT Services Help Desk for assistance.
The Help Desk cannot surplus equipment for other departments. See WVU Owned HSC Equipment Surplus and Transfer Procedures for instruction on surplusing and/or reassigning (transferring) equipment within the Health Sciences Center.
Handhelds, removable and external drive disposal/re-assignment
It is the responsibility of the department to ensure that all data is erased from handheld computers, Personal Digital Assistants, cell phones, copier drives, removable and external drives (ie. USB memory key, CD, DVD, floppy, external drives, etc) before disposing or re-assigning the device. The Help Desk has a CD, DVD, and mini disc data destroyer that will damage the cd/dvd/mini discs on both sides leaving data completely unreadable.
Please contact the Help Desk if you need assistance destroying CD, DVD or mini disc media.
WVUH/UHA Owned Equipment
To dispose of WVUH or UHA owned equipment, please contact the WVUH/UHA Call Center at 598-4357. A WVUH/UHA IT PC Support Technician will pickup and properly dispose of your equipment and update the Asset Management database.
WVU Owned HSC Equipment Surplus and Transfer Procedures
Equipment Surplus
If equipment is to surplused, please complete the following Equipment Disposal/Surplus Form and print two copies of the form prior to clicking on the SEND button. Keep one of the copies for your records and take the other, along with the equipment to be surplused to Fonda Austin and/or Cathy Patterson in Facilities Management. They will retain the printed form copy and will direct you where to place the surplus equipment.
The Disposal/Surplus Form can be found at: http://intranet.finance.wvu.edu/forms/Fixed_Assets/transaction.cfm
Equipment Transfer
If equipment is to be re-assigned (transferred) to another department, when relocating the equipment please also provide the new department with the following information:
Tag number
Invoice Number (if known)
Original PO Number
Manufacturer
Model Number
Description of Equipment
The department who receives the transferred equipment must complete the Equipment Fabrication / Modification Form, listing their department information as a “Modification” to the location and funding ownership. It is recommended that a hard copy of this form be printed and kept for both the new and original department’s record keeping purposes. The Transfer form can be found at: http://intranet.finance.wvu.edu/forms/Fixed_Assets/fabmod.cfm
|
 |
