Computer Support Disposal or Re-Assignment Policy

Hard Drive Sanitizing for computers to be surplused or re-assigned

  • All computers, copiers, fax machines, and other electronic devices that have stored or received protected health information (PHI) and/or other confidential related data are required to have the hard drives sanitized (or destroyed) and/or memory erased before being re-assigned or surplused. HSC Information Technology Services has a disk sanitizer available to erase drive data meeting the HIPAA requirements and the Department of Defense (DoD) standards prior to equipment re-assignment. A degausser is available to destroy and render magnetic devices (harddrives) unusable for equipment to be surplused.
  • Departments wishing to surplus, re-assign (transfer), or return leased computers, copiers, faxes, electronic devices should contact the HSC Help Desk at 304.293.3631 to make appropriate arrangements.
  • Once the Help Desk has degaussed/sanitized the equipment, the equipment will be eligible for your department to surplus or re-assign(transfer) within the University.
  • The computer, or any hardware/software/licensure components, may not be transferred to an individual for personal gain or re-sell.
  • The Help Desk has a CD, DVD, and mini disc data destroyer that will damage the cd/dvd/mini discs on both sides leaving data completely unreadable. Please contact the HSC IT Services Help Desk (304.293.3631) if you need assistance destroying CD, DVD, or mini disc media.
  • Surplused computers will be disposed of per WVU and/or UHA, WVUPC policies and procedures. Please follow the appropriate guidelines for your hardware.
  • State owned computers, copiers, faxes, electronic devices to be surplused will be labeled with an orange tag and the hard drive(s) / memory will not be re-installed in the device. State owned computers,copiers, faxes, electronic devices to be transferred to another department will be labeled with a blue tag denoting equipment sanitation date.
  • To dispose of UHA owned equipment, please contact the UHA Call Center at 304.598.4357. A UHA IT PC Support Technician will pickup and properly dispose of your equipment and update the Asset Management database.
  • Per WVU Asset Management, please note that surplus and transfer procedures are to be performed by the departments who have ownership of this equipment.
  • The Help Desk cannot surplus equipment for other departments.
  • It is the responsibility of the department to ensure that all data is erased from computer harddrives, handheld computers, Personal Digital Assistants, Smartphones, cell phones, copier drives, fax, removable and external drives (ie. USB memory key, CD, DVD, floppy, external drives) before disposing or re-assigning the device. Please contact the HSC IT Services Help Desk for assistance.

The Help Desk cannot surplus equipment for other departments. WVU Owned HSC Equipment Surplus and Transfer Procedures for instruction on surplusing and/or reassigning (transferring) equipment within the Health Sciences Center.

Handhelds, removable and external drive disposal/re-assignment

It is the responsibility of the department to ensure that all data is erased from handheld computers, Personal Digital Assistants, cell phones, copier drives, removable and external drives (ie. USB memory key, CD, DVD, floppy, external drives, etc) before disposing or re-assigning the device. The Help Desk has a CD, DVD, and mini disc data destroyer that will damage the cd/dvd/mini discs on both sides leaving data completely unreadable.

Please contact the Help Desk if you need assistance destroying CD, DVD or mini disc media.