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Medical College of
Georgia Administrative Policies and Procedures
Office of Primary Responsibility: Materials Management -
Moving Surplus Property Services
No. 1.1.08
Surplus PC/Electronics Property Disposal
1.0 Purpose:
To establish the policy and procedures for declaring computers and other
electronic storage devices surplus and turning them in for disposal.
2.0 Policy
Prior to turning in computers and other electronic storage devices as
surplus, all devices including but not limited to hard drive, laptop,
server, main frame, or handheld, the computer/devices MUST have all data and
software removed. Surplused computers MUST have a completed “Surplus
Computer Form” affixed to each unit. The Moving and Surplus Property
personnel will not pick up any unit that does not have this form affixed to
it.
Note: This policy was adopted
to ensure compliance with federal and state statutes associated with confidential information and to ensure compliance with
software license agreements. The acts related to confidential information
includes the Health Information Portability and Accountability Act of 1996
(HIPAA), the Family Educational Rights and Privacy Act (FERPA), and
Gramm-Leach-Bliley Act. Any software and data files left on a hard
drive, main frame, server, and/or electronic storage device could
potentially be retrieved. This oversight can lead to conflicts with
software license agreements, unauthorized access to confidential personnel
data or patient/research subject information and student information.
3.0 Procedure
3.1 Department Responsibility
- Complete the
Surplus Computer Form located on the
Asset Management Website.
Note: Instructions for the removal of all data
and software from the device as requested on this form can be found on the
ITSS Help website.
- Remove all data and software from the device in accordance with
instructions at
www.mcg.edu/itss/Help/Computing/eraseHD.htm – Contact the IT
Service Desk
at 1-4000 for additional technical assistance if needed.
- Attach the Surplus Computer Form to the computer, one per computer.
- Submit a completed
Moving Request Form and a copy of the Surplus
Computer Form via fax or hardcopy to Moving and Surplus Property.
3.2 Information Technology
- Provide technical assistance with the removal of all data and software
from the device as requested.
3.3 Moving and Surplus Services
- Verify signed Surplus Computer Form and pick up the computers/devices
within 48 hours of receiving the Moving Request Form.
- Conduct random audits to verify the removal of all data and software
has occurred.
- Segregate the computers for potential reuse and recycle.
- Transfer the computers/devices for reuse to other authorized
departments or organizations.
- Transfer the computers/devices for recycle to an authorized vendor.
- Update inventory and coordinate the update of the financial records.
Note: To ensure compliance with
federal and state statutes associated with confidential information, such as
the Health Information Portability and Accountability Act of 1996 (HIPAA)
and the Family Educational Rights and Privacy Act (FERP A), the Medical
College of Georgia requires the removal of all data in computers or
electronic storage devices* prior to surplusing. All software and data files
MUST be electronically removed according to the methods approved by
Information Technology.
Computer* hardware sent to Surplus Property can be disposed of in several
ways, to include transfer to a school district, other approved government
entity or a vendor authorized to disposed of computers/devices. Any
software and data files left on a hard drive, main frame, server, and/or
electronic storage device could potentially be retrieved. This oversight
can lead to conflicts with software license agreements, unauthorized access
to personnel data or patient/research subject information or other MCG
documents.
Files that are not past their retention period (see
www.usg.edu/usgweb/busserv/series/index.phtml)
must be migrated to current systems or another suitable storage format.
*Computer or electronic storage device including but not limited to hard
drive, laptop, server, mainframe, or handheld computer, e.g. Palm or Visor
Date: 26
April 2004 | Rev. No.: | Rev. Date:
| No. 1.1.08 |