Physics at Virginia
To minimize the possibility of exposing sensitive information (e.g., Social Security numbers), we must now have two separate disposal procedures: a “Secure Data Disposal and Surplus process” for items that could conceivably contain such information (see examples) and another process for everything else.
Both procedures start by filling out a Request to Surplus Old Equipment form. Larry St. John will secure any required approvals and enter the information into the appropriate system. He will then inform the requestor that they can then move the surplus property to the appropriate location.
Special Notes:
• There will be separate and well marked areas for the two classes of surplus property (Computer/Data vs. Non-Computer/Data).
• Disposal of equipment with asset tags must be approved for surplus by the Fixed Assets Accounting (FAA) prior to surplus. [Do not remove any such tags!]
• Once appropriate approvals have been received, the requestor will be notified as to where to move the surplus property.
• Property should not be moved into the disposal areas until authorized. These storage areas are ONLY for approved surplus items, not a general dumping ground.
Procedure for Requesting Disposal of Non-Computer/Data Equipment and Furniture
Submit a Request to Surplus Old Equipment form. Larry will need the following information (Excel spreadsheet or tab-delimited text file):
• Radioactive or hazardous material? (Y/N)
• Asset Tag Number (if relevant).
• Serial Number (if relevant)
• Item Quantity and Short Description (e.g., Five desk chairs). Some items can be reported in an aggregate form (e.g., One box assorted keyboards and mice).
• Condition (poor, fair, good, excellent, working, unused, not working, to be destroyed, or unknown).
• Estimated worth (optional)
• Any comments on the item (optional)
Procedure for Requesting Disposal of Computer/Data Equipment
Submit a Request to Surplus Old Equipment form. Larry will email a spreadsheet into which the following information will need to be entered:
• Asset Type (see Examples below)
• Manufacturer
• Model
• Serial Number [This needs to be accurate. eCycleSecure will not pick up the item if the serial number does not match. If the item does not have a serial number, we will add one.]
• Asset Tag Number (do not remove any tags from the equipment!).
• Condition (damaged, fair, good, excellent, non-functional, poor, or inactive).
• Approximate age (less than 1 year, less than 2 years, less than 3 years, less than 4 years, greater than 4 years, or greater than 5 years).
• Location (PLSB, HEP or Physics Bldg).
• Short Description (e.g. “Dell 17" LCD Monitor”)
Examples of Computer/Data Equipment
• Cash registers
• Copiers
• Desktop computers
• Digital cameras
• EKG machines
• Fax machines
• Mobile devices (including cell phones, PDAs, Blackberry, tablets, smart phones, etc.)
• LCD (flat screen) monitors
• Media - magnetics (hard drives, tapes, etc.)
• Laptops/notebooks
• Peripherals (keyboards, mice, docking stations, speakers, etc.)
• Printers
• Scanners
• Servers
• CRT monitors
• Audio/video equipment
• TVs
• Any item that may contain data, or any item that has a keyboard.
For more information, please contact the Physics Department’s Director of Laboratories, Rick Marshall, at 434-924-3080, in Physics 103B, or at rmm5a@Virginia.EDU.