009-100 Procurement Process: Disposals

009-100 Procurement Process: Disposals Disposals of Information Technology Equipment Agencies and institutions should dispose of computer and telecommunications equipment in accordance with guidelines published by the State Auditor’s Office in the Property Officers Manual. Procedures for the disposal of state property are further detailed in the Department of Finance and Administration’s Office of Purchasing, Travel, and Fleet Management Procurement Manual, Chapter 8. The Department of Environmental Quality also provides Computer Recycling Guidelines on its website, including information on environmental issues related to the disposal of computer equipment. Agencies and institutions need to consider the following when disposing of or canceling leases for computer and telecommunications equipment: (1) Cancellation of Insurance and/or Maintenance Coverage • If you dispose of or transfer equipment covered by insurance, be sure to coordinate cancellation/transfer of insurance as well so that you will not be liable to pay insurance coverage on equipment that has been disposed of or transferred. • If you dispose of or transfer equipment covered by vendor maintenance, be sure to cancel this maintenance so that you will not be liable to pay for maintenance on equipment you no longer have. (2) Disposal of Equipment with Accruals If your agency/institution has been renting or leasing equipment that is still of value and has accruals that can be applied toward a purchase, you should attempt to locate another state agency or institution that would like to take advantage of those accruals. (3) Disposal of Equipment With Value If your agency/institution is disposing of equipment that is still working or that could be of some value, you should attempt to locate another state agency or institution that would like to have the equipment. The recipient should be aware, however, of any costs associated with operating or maintaining the equipment that might result in more expense to the recipient than newer technology. The recipient should also be aware that these associated costs may require ITS approval. (4) Disposal of Equipment as Salvage Training centers such as those at state community colleges and high schools can often use broken or old equipment for spare parts or to train students on equipment assembly and repair. Regardless of the disposal method used, each agency or institution must ensure that all proprietary computer programs and all data have been completely erased from storage devices prior to disposal or transfer of the equipment, using industry best practices to ensure the information cannot be reconstructed.