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Information Technology
315 Nichols Engineering
Virginia Military Institute
Lexington, VA 24450

Surplus Computer Policy

Removal of Commonwealth Data from Surplus Computer Hard Drives and Electronic Media

All data storage devices (hard drive, USB, etc.) that are removed from service and will not be redeployed at VMI will be degaussed, crushed/destroyed and then picked up by a recycle vendor.

If the hard drive will be redeployed, it will be held in a locked cabinet for a minimum of five business days to ensure that any data needed from the hard drive is available.  The hard drive will remain in a locked cabinet for a maximum of 30 days at which time it will be DOD wiped.

The process is as follows:

  • When a computer is to be surplused, the IT Technician will print the Disposition of Equipment form and document the department and identifying computer information along with justification for disposal.
  • The IT Technician will remove the hard drive from the computer and then sign and date the Disposition of Equipment form signifying that the hard drive has been removed.
  • The IT Technician will get the required departmental representative of the department relinquishing the computer/hard drive to sign and date the Disposition of Equipment form.
  • The IT Technician will give the hard drive and the Disposition of Equipment form to the Desktop Support Manager.
  • The Desktop Support Manager will then hold the hard drive and the Disposition of Equipment form in a locked cabinet for a minimum of five business days to ensure that any data needed from the hard drive is available.
  • The Desktop Support Manager will hold the hard drive in the cabinet for a maximum of 30 days at which time it will be degaussed. After the hard drive has been degaussed, a signed and dated neon yellow label will be placed on the hard drive by the Desktop Support Manager signifying that the hard drive has been degaussed. The Disposition of Equipment form will be signed and dated by the Desktop Support Manager signifying that hard drive has been degaussed.
  • The IT Technician will further destroy the hard drive by crushing it and then sign and date the Disposition of Equipment form signifying that the hard drive has been destroyed.
  • The Desktop Support Manager will make a file copy of the completed Disposition of Equipment form and the original form will be sent to the Comptroller’s Office.
  • The Comptroller’s Office will issue a neon pink label for the computer case to be recycled (not the actual hard drive) and send the label to the location noted on the Disposition of Equipment form.
  • The Desktop Support Manager will store the degaussed and crushed/destroyed hard drive in a box in the IT stockroom.
  • The Desktop Support Manager will complete the Disposition of Equipment form when the number of degaussed and crushed/destroyed hard drives in the IT stockroom reaches 20 and send the completed form to the Comptroller’s Office.
  • The Comptroller’s Office will send the Desktop Support manager one neon pink label for the box of 20 degaussed and crushed/destroyed hard drives.
  • The Desktop Support Manager will notify Physical Plant to pick-up the box of degaussed and crushed/destroyed hard drives.
  • The Physical Plant representative will pick up the box of degaussed and crushed/destroyed hard drives and transport them to the Kmart storage building to await pick-up by the recycle vendor.