Computer Asset Disposal Process & Standards

Explanation of Statuses

There are a number of asset statuses in TeamDynamix that apply to this process, details of each status can be found in the "Asset Entry Attribute (Field) Descriptions and Examples" KB article.

Computer Hard Drive Security

All assets with a capability to store information must have their hard drives and other memory storage either:

  • Securely erased prior to the recipient of the asset taking possession. OR
  • Removed for physical destruction.

Computer Assets for Sale

Retiring Assets With the Intent to Sell

Responsible: IT Services Staff Member retiring the asset.

  1. Apply a red "Retired St FX Asset" sticker on the asset in an obvious location.
  2. Update asset in TeamDynamix
    1. Set asset status to Retired
    2. Set room number to [TODO: Location of asset disposal room]
  3. Place the asset in the asset disposal room on the shelf designated for assets for sale.

Preparing Assets For Sale

Step 1: Inventory Assets

Responsible: Senior Desktop Support Analyst

  1. Run the "Computer Assets for Sale" report in TeamDynamix.
  2. Confirm the contents of this report matches the content of the shelf designated for assets for sale.
  3. If there are additional assets that have been added to the shelf, confirm their status in TD, inform the staff member who retired the asset to update the required fields to ensure accuracy.
  4. If there are assets in the report that are missing from the shelf, escalate to the Manager of Technology Consulting
  5. Once inventory is confirmed and the list in TeamDynamix is accurate, the batch of assets for sale is complete; no other assets should be added to the shelf.

Step 2: Procurement Process

Responsible: Manager, Technology Consulting

  1. Run the "Computer Assets for Sale" report in TeamDynamix.
  2. Export this report as an Excel file and send to Procurement Services indicating a batch of assets is ready for sale.
  3. Depending on the number, type, and value of the assets, an RFP process may be required.
  4. All purchasers of computer assets must provide certification of secure hard drive erasure, including the following for each computer asset:
    1. Unique identifier of the asset
      1. Minimum: Serial #, Manufacturer, Model
      2. Preferred: Serial #, Name, Manufacturer, Model
    2. Method of secure erasure
    3. Date of secure erasure
    4. The technician performing the erasure
    5. Sign-off by an appropriate contact from the purchasing organization, such as a supervisor, owner, or manager.
  5. Once agreed-upon price and other terms are set, schedule a date for asset pickup.

Step 3: Asset Pickup

Responsible: Senior Desktop Support Analyst

  1. On the day of the disposal, run the "Computer Assets for Sale" report in TeamDynamix.
    1. Suggested: Print this report to allow for easier coordination of the asset pickup.
  2. Meet the purchaser at the agreed-upon date, time, and location with the printed asset report above.
  3. As the assets are picked up by the purchaser, cross them off the list.
  4. If there are discrepancies:
    1. Extra assets: Leave the assets on the disposal shelf for a future disposal period.
    2. Short assets: Escalate to the Manager, Technology Consulting.
  5. Update the status of the assets disposed to "Disposed"
    1. A bulk update can be done in TeamDynamix by going to the Assets application, selecting "Assets" on the left, and filtering to the disposal room.
  6. If there were discrepancies in step 4, discuss with the Manager, Technology Consulting

Step 4: Complete Procurement Process & Followup

Responsible: Manager, Technology Consulting

  1. Notify Procurement Services the asset disposal is complete; provide a final list of assets disposed of.
  2. Follow up with the purchaser to provide certification of secure hard drive erasure.
  3. Once certification is provided, send this document to Procurement Services and maintain the document as a record.

Computer Assets for Recycling

Responsible: All Desktop Support Analysts

  1. Apply a red "Retired St FX Asset" sticker on the asset in an obvious location.
  2. Remove the hard drive and place in an available hard drive erasure box. 
    1. When full, this box will be transferred to the server room in the Schwartz basement for secure destruction
  3. Update asset in TeamDynamix
    1. Set asset status to Disposed
    2. Set room number to [TODO: Location of asset disposal room]
  4. Place the asset in the asset disposal room in a red asset disposal bin on the shelf designated for assets for disposal.

Responsible: Senior Desktop Support Analyst

  1. Periodically coordinate a date and time to transfer the assets for disposal to the electronics recycling dumpster.
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