"Drilling Down" on Disposal Details
When it's time to upgrade to a new computer,
Brown University students, faculty, and staff are encouraged to purchase a Brown-recommended computer from Dell or Apple (visit the Buying a Computer or Printer web site for full details).
Once you have moved all of your critical programs and data to your new computer, however, you'll need to properly dispose of your old one.
If the computer is your own, the Environmental Protection Agency (EPA) offers advice on how to dispose of your old computer, including a
list of reuse and donation organizations. Be sure to first remove any data stored on the computer. You can find a list of sanitizing software on CIS's Data Removal Recommendations web page.
If your computer is Brown-owned, you can work with your Departmental Computing Coordinator or contact Facilities Management directly. This will minimize the potential exposure of sensitive data if equipment is not disposed of properly. As stated above, preparation for transfer or a final disposal should include the removal of all data from your computer, particularly if the information stored is sensitive.
Equipment capable of storing data must be "sanitized" before it is transferred to another user (inside or outside of Brown).
Equipment that's destined for recycling should
undergo a general data purge to prevent it from ever being recovered by an unauthorized party.
After the equipment destined for disposal has been picked up by Facilities, the vendor Cleanscape will collect it. They will then destroy the hard drives by drilling through them and arrange for the ultimate disposal of the hardware and any data still residing on it.
The Electronic Equipment Disposition Policy describes the transfer and disposal requirements, and includes links to the Purchasing Department's forms and disposal procedures.
Here are the necessary steps for proper disposal:
- Department downloads and completes the appropriate Declaration and Recycling of Surplus Computer and Related Equipment form (ensuring all actions necessary have been taken) and forwards to Purchasing.
- Purchasing assigns a surplus property tracking number and forwards all forms to the Office of Sponsored Projects, OSP (formerly ORA) for inventory tracking and acknowledgment of review.
- OSP-signed surplus computer equipment forms will be reviewed by Purchasing. Final determination for disposition method will be made and a final approval for disposition will be executed.
- OSP-signed surplus equipment and materials forms will then be forwarded to Environmental Health and Safety for assessment. EHS will conduct site visits and take additional action where appropriate.
- EHS-approved surplus equipment and materials forms will be reviewed by Purchasing. Final determination for disposition method will be made and a final approval for disposition will be executed.
 Purchasing will notify Facilities Management that property is ready for disposition and advise the department of the document tracking number to be used in the service request process. - Department will complete a service request with Facilities Management to initiate the pick-up process.
- Department and Facilities Management staff will sign for transfer of property from the department to Facilities Management possession.
- Facilities Management will prepare the hardware for final disposition.
- Hardware ready for disposal is delivered to the vendor, who will render the drives unusable.
- Facilities Management will forward complete surplus property forms to Purchasing.
- Purchasing will document completion of the surplus property cycle and provide copies of the final surplus property form to the department.
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