COMPUTER DECOMMISSION-RECOMMISSION PROCESS
Employees are expected to follow the proscribed process when decommissioning and recommissioning devices.
Reason for Policy/Purpose
This policy is required for the effective communication of university policies regarding device decommission and recommission.
Who Needs to Know This Policy
All University employees responsible for the procurement, development, and services of electronic and information technology.
Website Address for this Policy
1.0 Decommissioning Process
The process for decommissioning devices applies to all teaching sites with the exception of the Gulf Coast Research Laboratory (which includes the Marine Education Center and Cedar Point).
1.1 An authorized AssetWorks user (typically the department’s Property Accounting contact) enters a transfer of the device to Surplus within AssetWorks using location code 960029.
1.2 The device is taken to Surplus, or a Physical Plant work order is entered to have the device picked up and taken to Surplus.
1.3 Surplus staff verifies receipt of all devices included in transfer and accepts transfer(s) in AssetWorks.
1.4 Surplus staff puts any device with a hard drive on a separate pallet in a secured location on the upper deck at Receiving/Surplus.
1.5 The iTech Asset Control Specialist dispatches staff to Surplus to remove hard drives from equipment following these steps:
1.6 A Decommissioned Equipment list is provided to iTech Leadership at least once per month.
1.7 The iTech Asset Control Specialist maintains a spreadsheet as a log for internal audit purposes.
2.0 Recommissioning Process
The process for recommissioning or repurposing devices applies to all teaching sites with the exception of the Gulf Coast Research Laboratory (which includes the Marine Education Center and Cedar Point).
2.1 A device that is at Surplus may only be recommissioned by following these steps:
2.2 Equipment sent to Surplus tends to be past its useful life, damaged, or broken. Users considering acquiring devices from Surplus should consider putting the amount of money required to repair the device and purchase a new hard drive towards a new device.
The Chief Information Officer is responsible for the review of this policy every four years (or whenever circumstances require immediate review).
Amendments: Month, Day, Year – summary of changes