605 - Surplus Computers or Electronic Media Storage Devices Policy

Title

University of North Carolina at Chapel Hill Finance Policy 605 - Surplus Computers or Electronic Media Storage Devices

Introduction

Purpose

The University established this policy in accordance with North Carolina General Statute (N.C.G.S.) Chapter 75, subsections 61 and 62 to protect individual records and information and to prevent involuntary disclosure of individual social security numbers.

Policy

Policy Statement

Computer hard drives, Solid State Drivers (SSD), and other electronic media storage devices are to be sanitized or removed under the direction of the responsible Dean, Director or Department Chair when no longer serviceable. The sanitized hard drives/SSD and electronic media storage devices are to be sent to the University Surplus Property Warehouse as described in University of North Carolina at Chapel Hill Finance Procedure 604.1 - Procedure on Disposing of University-Owned Surplus Property. Electronic media storage devices can also be sent to the University Surplus Property Warehouse for shredding.

Departments are required to check out the Secure Disposal part at the University of North Carolina at Chapel Hill Information Security Controls Standard.

Frequently Asked Questions

Q: If I remove the hard drive/SSD, may I give computers to another school?
A: The University is not allowed to transfer or give computers to any other school, business, organization, or individual. Any computer not sold to a campus department or at the University Surplus Warehouse Retail Store is transferred to the North Carolina State Surplus Property Agency for recycling.

Q: If my department doesn't have the expertise or capability to sanitize a computer hard drive/SSD, may we send it to Surplus and request that Surplus sanitize it?
A: Yes. Computers and other electronic media storage devices may be sent to the Surplus Property Warehouse to be shredded or sanitized. This service must be explicitly requested when you turn in the property. Units will be charged a nominal fee for this service. If visual verification of shredding is required, contact the Surplus Property Warehouse at 919-962-2134 for an appointment.

Related Requirements

External Regulations and Consequences

• N.C.G.S. Chapter 75, subsections 61 and 62

University Policies, Standards, and Procedures

• Finance Procedure 604.1 - Procedure for Disposing of University-Owned Surplus Property
• Information Security Controls Standard

Contact Information