Computer Policy: Preparation for computer and other storage media devices declared as surplus/disposal for Property Disposition

Procedures to Sanitize Computers & Storage Media Devices (click here) 

Departments are required to remove all software and/or files from all computers and storage media devices prior to being sent to Property Disposition. These devices must be totally sanitized or physically destroyed by smashing the hard drives or storage units. This is to ensure compliance with The University of Michigan Board of Regents by-laws 14.07 “Privacy and Access to Information”. Also, additional policy on this matter can be found in the Standard Practice Guide 520.1 Section IV, Item D. Random inspections will be conducted quarterly at the Property Disposition warehouse to monitor compliance of this policy. Reports will be issued to each affected department. If compliance is not achieved and violations are discovered, Property Disposition will sanitize the device and will deduct associated costs from the sale proceeds. Prior to being sent to Property Disposition, it is recommended that departments tag or label each computer or storage media device with the specifications. These specifications should indicate whether or not the unit has been sanitized, the processor speed, memory size, hard drive size, and the condition (working or not working). These specifications should be clearly written and must be visibly placed on the surface of the computer, media device or component. This task may be accomplished by designing your own tag or label in accordance with what meets your department needs or may be written on the device using a permanent marker.