304.293.3631Option 1

Computer Disposal / Reassignment

Hard Drive Sanitizing for computers to be surplused or re-assigned

All computers that have stored or received protected health information (PHI) are required to have the hard drives sanitized before being surplused or re-assigned. Information Technology Services has a disk sanitizer available to erase drive data meeting the HIPAA requirements and the Department of Defense (DoD) eight-pass standard.

Departments wishing to surplus old computers or who need to sanitize drives prior to making a reassignment of hardware (transfer) should contact the HSC Help Desk at 304.293.3631 to make arrangements.

Once the Help Desk has sanitized the PC drive(s), the computer 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. Surplused computers will be disposed of per WVU policies and procedures. State owned computers to be surplused will be labeled with an orange tag and the hard drive(s) will not be re-installed in the computer. State owned computers to be transferred to another department will be labeled with a blue tag denoting hard drive sanitation date.

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. 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