Disposition of Computer Equipment

Policy:
All Baylor-owned computers, printers and related hardware items (equipment), including those purchased through grants, that are no longer on the hardware support list or no longer needed by a department must be returned to Information Technology Services for proper disposition. No Baylor-owned computers will be sold to Baylor employees.

Topic Listings:
Disposal or Redeployment of Equipment
Removal of Data

Related Polices, Legislation and other Information:
- Technology Systems Usage Policy BU-PP 025
- Resource Conservation and Recovery Act (RCRA)

Contact:
ITS - Client Services
Vicky Gerik, Ext. 4876

Sanction:
Sanctions may include but are not limited to suspension of technology privileges, termination of employment, referral to Student Judicial Services, and/or criminal prosecution. For additional information, please reference the Technology Systems Usage Policy BU-PP 025.

Date created/ updated:
Created - October, 2000
Updated - March, 2007
Reviewed - February 26, 2014

Rationale:
Computer disposal requirements are more restrictive for businesses than for households. For example, under the Resource Conservation and Recovery Act (RCRA), computers disposed of by a household are excluded from the definition of a hazardous waste while computers disposed of by a business may be regulated as a hazardous waste. Some computers contain small amounts of toxic compounds including lead, mercury, cadmium and arsenic. Although individual computers from households may be placed in solid waste landfills, EPA requires commercial establishments disposing of computers to determine whether they qualify as hazardous waste, and if so, to have the computers sent to an approved hazardous waste disposal facility or to a recycler.

Disposal or Redeployment of Equipment:
The Information Technology Services department will determine if the equipment should be redeployed, donated, sold or discarded. If any equipment is determined to have cash value, it will be sold to vendors of used equipment, non-profit agencies, non-profit institutions, or other third party vendors who may offer it for public sale. Obsolete equipment may be donated to non-profit agencies and non-profit institutions based on a written request from the agency or institution. Any monies received through these sales will go to general University funds.

Removal of Data:
In order to comply with governmental regulations, state and federal, and Baylor policies, including FERPA, HIPAA and GLB guidelines, ITS will erase all data from the computer drives to ensure that no data can be recovered. Baylor complies with the DOD (Department of Defense) specifications for erasing data on storage media prior to the disposition of computer equipment. If the hard drive cannot be erased according to the DOD specifications, the hard drive will be destroyed.