Introduction

This article aims to provide clear guidance to NC State faculty and staff on the proper methods for disposing of university-owned electronic media. It emphasizes environmentally responsible practices, with recycling highlighted as the preferred option. The article outlines several disposal pathways, including the transfer of equipment to the Staff Computer Loan Program, Surplus Property Services, or the OIT Secure Electronic Media Disposal program, each tailored to accommodate different types of media.

In this Article

• Safeguarding sensitive university data
• Disposal by recycling (preferred)
• Recycling and other disposal options
  • Option A: Transfer to Staff Computer Loan Program
  • Option B: Transfer to Surplus Property Services
  • Option C: Transfer to OIT Secure Electronic Media Disposal
    • Disposal Group 1: Working desktop and laptop drives
    • Disposal Group 2: Non-recyclable mixed media
    • Disposal Group 3: Non-recyclable drives

• Drop-off Locations
• Questions regarding electronic media disposal

Safeguarding sensitive university data

Secure disposal is required for all unwanted university-owned electronic media that contain or may have contained sensitive university data, e.g., computers, drives, mobile devices, printers.

• University regulation
  • REG 01.25.12 – University Record Retention and Disposition Regulation

Disposal by recycling (preferred)

OIT recommends that you recycle securely erased university-owned electronic media where possible. Recycling benefits the university by:

• Avoiding the cost of purchasing new media. 
• Helping defray disposal costs.
• Conserving environmental and other resources.

Recycling and other disposal options

In addition to the ones below, there may be options for data removal and media reuse within your department. 

Option A: Transfer to Staff Computer Loan Program

Items will be recycled by loaning them to qualifying NC State staff to use for their professional development.

• Eligible university-owned items 
  • Securely erased, working laptops 
  • Securely erased, working all-in-one computers. 
• Secure data erasure
  
  • Contact IT personnel in your department for secure erasure in accordance with Secure Data Removal at NC State.
• Procedure for transferring to the Computer Loan Program
  
  • Email computerloan@ncsu.edu for details.

Option B: Transfer to Surplus Property Services

Items will be recycled by resale to university units and the public.

• Eligible university-owned Items: 
  • Working computers with securely erased drives. 
  • Computers without drives. 
  • Working non-server drives, securely erased and removed from equipment. 
  • Working assorted items with data storage securely erased or removed:
    • Copiers.
    • iPads.
    • Cell phones.
    • Tablets.
    • Printers.
    • Scanners.
    • Projectors.
    • Etc. 
• Secure data erasure
  • Contact IT personnel in your department for secure erasure in accordance with Secure Data Removal at NC State.
• Procedure for transferring to Surplus Property Services
  • Follow the Special Handling Instructions for Electronic Media/Equipment on the Disposition of Property page.
    

Option C: Transfer to OIT Secure Electronic Media Disposal 

  - Disposal Group 1

• Eligible items
  • University-owned working drives.
  • Desktop.
  • Laptop. 
  • USB. 
• No data erasure needed (will be evaluated for further use).
• Transfer procedure for Group 1

1. 1. If not already done, remove working drives from the equipment.
      • NOTE: Equipment without drives may be recyclable by Surplus Property Services. See Electronic Media/Equipment on the Disposition of Property page.
   2. Keep Group 1 items separate from other groups.
   3. Complete and submit the OIT Secure Electronic Media Disposal Request, selecting Group 1 as the disposal type.
   4. You will receive two confirmations along with your request number:
      
      • Acknowledgement page.
      • Email.
   5. Print out either confirmation.
   6. Attach it to your Group 1 items.
   7. Take to the Drop-off location (below).

  - Disposal Group 2 

• Eligible items
  
  • University-owned, non-recyclable mixed media.
    • CDs.
    • DVDs.
    • Tapes.
    • Etc.
• No data erasure needed (will be securely destroyed).
• Transfer procedure for Group 2

1. 1. Remove labels from all items.
   2. Keep Group 2 items separate from other groups.
   3. Complete and submit the OIT Secure Electronic Media Disposal Request, selecting Group 2 as the disposal type.
   4. You will receive two confirmations along with your request number:
      
      • Acknowledgement page.
      • Email.
   5. Print out either confirmation.
   6. Attach it to your Group 2 items.
   7. Take to the Drop-off location (below).

  - Disposal Group 3 

• Eligible items
  • University-owned, non-recyclable drives.
  • Server drives.
  • Defective drives (laptop, desktop, USB flash).
• No data erasure needed (will be securely destroyed).
• Transfer procedure for Group 3  

1. 1. If not already done, remove server and defective drives from the equipment.
      • NOTE: Equipment without drives may be recyclable by Surplus Property Services. See Electronic Media/Equipment on the Disposition of Property page.
   2. Keep Group 3 items separate from other groups.
   3. Complete and submit the OIT Secure Electronic Media Disposal Request, selecting Group 3 as the disposal type.
   4. You will receive two confirmations along with your request number:
      
      • Acknowledgement page. 
      • Email.
   5. Print out either confirmation.
   6. Attach it to your Group 3 items.
   7. Take to the Drop-off location (below).

Drop-off Location

• ComTech Warehouse
      Avent Ferry Technology Center, Room 103
      2114 Avent Ferry Road
      Drop-off hours (Mon – Fri)
      8 a.m. to 10:30 a.m and 12:00 p.m to 3:30 p.m.

Questions regarding electronic media disposal

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