ITS Policies
Policy on the Disposal of Replaced and Obsolete Technology Equipment
Version 1.7 - May 9, 2006
Purpose of the Document
This document describes Denison University's Computing Services policy on replaced technology equipment and functionally obsolete technology equipment.
Background
Every year, Computing Services replaces technology equipment because of functional obsolescence. Functionally obsolete is defined as: too old to maintain cost-effectively, cannot be upgraded to functional status, contains technologies which conflict with network standards or requirements, or has other characteristics that warrant its elimination or replacement. Equipment may become functionally obsolete yet still be in reasonably good operating order and be useful in some context other than that originally assigned at the University. The Computing Services Logistics Coordinator manages the procedures through which such equipment is identified, is replaced, is redeployed, and is removed from service. The overall goal of this policy is to ensure the reliability of current equipment and the environmentally appropriate and equitable disposition of obsolete equipment, while meeting the needs of members of the campus community at large.
General Statement of Policy
Technology equipment (computers, projectors, monitors, audio-visual systems, etc.) in need of replacement will be identified and then returned to Computing Services inventory. Technology equipment with remaining usefulness in some context other than that originally assigned may be redeployed for a limited time period. Functionally obsolete technology equipment will be identified and removed entirely from University service and Computing Services inventory. The University Business Office will coordinate the offer of obsolete technology equipment to Denison employees and label all equipment transferred to employees as "Out-of-Service" in accordance with the University Surplus Equipment Policy. Offers to charitable organizations may be coordinated and as a last resort, disposal of equipment will be handled in an environmentally appropriate manner. In no case shall equipment designated obsolete and marked "Out-of-Service" be supported by Denison resources.
Procedures for Disposal
The Computing Services Logistics Coordinator will identify obsolete equipment and coordinate its removal from service.
All functionally obsolete equipment will be removed from the Computing Services inventory system and inventory decals removed. Data on hard drives or other media will be erased by Computing Services personnel. Prior to the equipment being transferred to a Consignee, equipment will be clearly and permanently labeled "OUT-OF-SERVICE". This equipment will no longer be supported by Computing Services or covered under the Denison University Equipment Replacement Policy nor will it remain on University property without proper labeling.
Recipients of obsolete equipment must complete and sign the Equipment Donation Agreement including complete and accurate serial numbers (if any) for the equipment.
Last resort disposal of unwanted, obsolete equipment will be done according to approved local, state and federal hazardous materials guidelines. Serial numbers of all equipment disposed of in this manner will be recorded and kept in the logistics office of Computing Services.