Electronic Device Disposal Procedures

Updated 2-1-06

To meet California law for electronic waste disposal and to reduce the risk of accidental disclosure of confidential information, new procedures and guidelines have been developed to ensure the secure disposal of electronic devices and media. These procedures were developed by IT Support Services and the Information Security Office, in partnership with Environmental Health & Safety and Property. 

Electronic devices require special processing if they store and retain information when the power is turned off. For purposes of these procedures and guidelines, electronic devices which meet this definition include but are not limited to: desktop computers, servers, disk drives, USB flash drives, cell phones, and PDAs (Personal Digital Assistants). Media include floppy disks, CD-ROMs, backup tapes, and Zip disks.

Electronic devices which do not retain information such as TVs, VCRs, fax machines, etc. should be disposed of according to the Universal Waste Handling and Disposal Procedures.

New Procedures in Place February 2006

Beginning in February 2006, department technical staff will be responsible for ensuring that devices (computers, PDA’s, cell phones) have data securely removed.

Depending on what needs disposing of will ultimately determine what procedure is to be followed and where it ultimately be sent. Please review the guidelines carefully.

If a department does not want to clean their computers prior to disposal, they will have the option to pay IT Support Services approximately $30 to clean a machine prior to disposal.

Two procedure overview sessions were held for area technicians at the end of January. Guidelines and corresponding documentation can be found via the links below.

Self Supported Department Technician Procedures, Forms, and Documentation

• Authorization Form (pdf, doc) - Download and submit this form to become an authorized EDD Technician for your area.
• Basic Procedures and Guidelines for authorized EDD Technicians (pdf, doc)
• Other hazardous waste disposal information is available at the EMS Universal Waste Handling website
• DBAN Autonuke Instructions (pdf, doc) - a simple procedure to completely wipe the contents of Windows PC hard disks prior to disposal of the equipment.

ITSS Supported Areas Information (for areas without an authorized EDD Technician)

• Basic Procedures and Guidelines for areas without local Authorized EDD Technicians (pdf, doc)
• Other hazardous waste disposal information is available at the EMS Universal Waste Handling website

EDD FAQ

Do we have to follow the new procedures for computers replaced as part of the Academic Affairs computer replacement program?
No, these machines will continue to be picked up and disposed of by IT Support Services.

Does this apply to departmental lab computers?
Yes, these machines need to be certified as cleaned by the lab manager or area technician.

How difficult is it to clean the hard drive of a computer?
For the great majority of systems, not very difficult at all. IT Support Services will provide software which will clean a machine with a few commands. However, once a machine is cleaned, the data can no longer be retrieved, so you need to be very sure you are done transferring data from the machine.

Why does IT Support Services charge $30 to clean a machine prior to disposal?
The $30 covers the cost of retrieving the machine, cleaning the machine, storing it prior to disposal, and completing the certification and tracking. It is IT Support Services' goal to enable departments and units across the campus to clean these machines on their own (many units already are doing this). Surplus computers now go directly to property and the best case is that they will continue to do so and not go through ITSS.