DISPOSING OF EQUIPMENT: Additional Details

Disposing of Equipment

The proper disposal of computers and related equipment is a significant issue in terms of property management and environmental impact. Computing specialists are considered "information custodians" and should follow strict procedures before disposing of equipment.

• Equipment Surplus - Rutgers Material Services will assist units in the proper removal of old equipment through surplusing. Book 6 of the University Regulations and Procedures Manual describes the official procedures regarding this method. As required by these regulations, units must conduct annual inventories of all University assets. Obsolete, damaged or equipment that is no longer needed should be surplused. The proper procedure to surplus old equipment is as follows:
  
  
  1. Identify all of the equipment you wish to surplus. Determine RU tag numbers, serial numbers and general working condition of the individual pieces of gear
  2. Download the appropriate Surplus Disposal Request Form
  3. Fill out the forms as needed. Copy the form as needed for additional pages in order to accommodate all items. Be sure to get all RU tagged equipment onto the forms. Make sure you are listed as the departmental/unit point of contact.
  4. Submit an internal purchase order to Material Services in the amount of $25.00
  5. After PO has been approved and forwarded to Material Services, you should receive a call from them to inspect the equipment being surplused. Computer equipment is assessed a further fee of $1.00 to $1.50 per item for disposal. This will be added onto the regular pick-up charge of $25.00
  6. Once a final price is determined and agreed upon, Material Services will schedule a pick-up time
  7. Erase all hard drives by an acceptable measure such as writing over the entire drive with zeroes. For more information on sanitizing your hard drive, see Information Protection and Security's RU Secure web site.
  8. After pick-up of the items, send a copy of the transaction including the item-by-item listing of the equipment to: Property Management, Bldg 4088, Livingston Campus
  9. Keep a copy of the surplus transactions for your file. These come in handy when inventories are conducted. Surplused items occasionally appear on existing inventory sheets.


• Equipment Cannibalization - A UCS will occasionally take functional parts from several old PCs and keep them as replacement parts. Sometimes, this will only leave a shell of the old PCs remaining. In this case, before you throw the computer away, you need to report it to Property Management as cannibalized. To do so, follow these instructions:
  
  
  1. Fill out Property Management's Equipment Transfer/Disposal Form. Identify the equipment cannibalized (Item Description, RU Tag #, Serial #)
  2. Remove RU tag and RU bar code from the cannibalized equipment and attach to the Equipment Transfer/Disposal Form
  3. Have form signed by Department/Unit head
  4. Send form to property management: Property Management, Bldg 4088, Livingston Campus
  5. Keep copies for your files and the department's files

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