This document is intended for customers of OIT Desktop Services and provides details on the Surplus services provided to those customers. This document is not intended as a "How to", but to provide information to customers regarding policies & requirements of the surplus process.
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In-Scope: Departments and devices are supported by OIT_DESKTOP_SUPPORT with a Service Agreement in place.
Out of Scope: Colleges, departments and devices that are not supported by OIT_DESKTOP_SUPPORT
*The university as a whole is subject to most policies linked below, but may not have a contract for support from OIT or follow the same practices to meet these guidelines.
The OIT Managed Desktop Service is responsible for preparing computers, and other devices with local memory, for surplus. This process ensures erasure or destruction of the storage device.
Surplus property is defined as property that has a resale value but is no longer needed by the University department to continue its operation. The University Surplus Property Office will pick up these items and make them available for acquisition by other departments, public agencies, or non-profit organizations. Surplus items not acquired by these entities are sold at public surplus sales.
PLEASE NOTE: Prior to the surplus of any University property, please review REG 07.40.01 – Disposal of University Property to ensure compliance with University policies. Guidelines are available per Uniform Guidance for Property Disposition.
The Secure Data Removal at NC State processes should be followed explicitly with regard to specific device types. Please review those processes to be sure you have completed each step. After data removal has been completed and the label attached, OIT Managed Desktop staff will place the equipment or device in a secured location for later collection by the NC State Surplus Group.
As is required per State Regulations, all assets, capital or non-capital, purchased by a State entity, must be disposed of through the University Surplus Property Office; they cannot simply be thrown away! Due to the size of our University, the State has authorized and allowed NC State University to create its own internal surplus group to handle these disposals. The NC State Surplus Group is administered by Surplus Property Services, part of Procurement & Business Services.
NOTE: Our standard business practice is to erase media, such as hard drives, prior to surplus. If media cannot be erased, the device storage will be removed to be destroyed. If it cannot be erased and the storage media cannot be removed, the device will be be destroyed and removed as e-waste.
Any questions on process or content contained in this document should be escalated through the NCSU Help desk and a have an incident assigned to the OIT_DESKTOP_SUPPORT team.
https://ncsu.service-now.com/sp?id=services_oit
https://ncsu.service-now.com/kb?id=kb_article_view&sysparm_article=KB0021290
https://policies.ncsu.edu/regulation/reg-07-40-01/
https://oit.ncsu.edu/campus-it/data-removal/
https://procurement.ofa.ncsu.edu/our-services/surplus/
https://procurement.ofa.ncsu.edu/
https://procurement.ofa.ncsu.edu/our-services/surplus/disposal/#electronic
Title: OIT Service: Erase Media and Drives Before Surplus