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Electronic Device Disposal and Transfer Procedures

This document outlines the policies and procedures for handling the disposal and transfer of State and Foundation electronic devices, particularly those with the capacity to store data. Due to the Information Security audit findings, all electronic devices that contain data must be processed through ITSS for disposals and transfers.

Overview

To meet California law for electronic waste disposal and to reduce the risk of accidental disclosure of confidential information, new procedures and guidelines have been developed to ensure the secure disposal and transfer of electronic devices and media. These procedures were developed by IT Support Services and the Information Security Office, in partnership with Environmental Health & Safety and Property.

Electronic devices require special processing if they store and retain information when the power is turned off. For purposes of these procedures and guidelines, electronic devices which meet this definition include but are not limited to:

  • Desktop computers
  • Servers
  • Tablets (iPads, iPods, Android tablets, etc.)
  • Printers/Copiers
  • Disk drives and USB flash drives
  • Cell phones and PDAs (Personal Digital Assistants)
  • Media include CD-ROMs, backup tapes, and other removable media

Electronic devices which do not retain information such as TVs, VCRs, microwaves, desktop calculators, etc. should be disposed of according to the Universal Waste Handling and Disposal Procedures at http://www.csuchico.edu/ehs/Programs/haz_materials/hazardous_waste.shtml.

Transfer of Devices

  • All electronic devices that retain data (Computers, tablets, cell phones, etc.) which are being transferred within a department must be completely re-imaged or factory reset by ITSS prior to transfer. There will be no charge for this service.
  • All such devices which are being transferred between departments must be securely wiped by ITSS prior to transfer. There will be no charge for this service.

Disposal of Devices

All electronic devices that retain data (Computers, tablets, cell phones, etc.) need to be delivered to ITSS to have data securely removed. Please contact ITSS at x4357 to arrange for pickup. There will be no charge for this service.

Property Management Transactions

Both transfer and disposal of electronic assets will require the submission of a property transfer form. The form is located at http://www.csuchico.edu/pm/forms.shtml

EDD FAQ

Do we have to follow the new procedures for computers replaced or transferred as part of a computer replacement program?

Yes, all machines replaced or transferred need to be processed by ITSS to ensure that data is securely wiped.

Does this apply to departmental lab computers?

Yes, these machines need to follow the same procedures.

Does this apply to State-owned and Foundation-owned computers?

Yes, these procedures apply to both State and Foundation owned computers.

Who should I call if I have electronic devices that need to be disposed of?

Please contact ITSS at x4357 to arrange for pickup of electronic devices.

Is there a charge for this service?

No, there is no charge for wiping or re-imaging State or Foundation owned equipment.

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