Electronic Device Disposal and Transfer Procedures

Electronic Device Disposal and Transfer Procedures

This document outlines the policies and procedures for handling the disposal and transfer of State and Foundation electronic devices, particularly those with the capacity to store data. All electronic devices that contain data must be processed through IT Support for disposals and transfers.

Overview

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 and transfer 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
  •     Tablets (iPads, iPods, Android tablets, etc.)
  •     Printers/Copiers
  •     Disk drives and USB flash drives
  •     Cell phones and PDAs (Personal Digital Assistants)
  •     Media include CD-ROMs, backup tapes, and other removable media


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

Transfer of Devices

  • All electronic devices that retain data (Computers, tablets, cell phones, etc.) which are being transferred within a department must be completely re-imaged or factory reset by ITSupport prior to transfer.
  • All devices which are being transferred between departments must be securely wiped by IT Support prior to transfer.

Disposal of Devices

All electronic devices that retain data (Computers, tablets, cell phones, etc.) need to be delivered to IT Support to have data securely removed. Please contact IT Support at x1048 to arrange for pickup.

IT Support Process of data destruction

If media is functional and device storage was not encrypted at rest:

  • Multipass random character write to the media before device or hard drive goes into storage for redeployment and/or physical destruction. OR
  • If device is going to ewaste the storage is removed and inventoried by device type and serial number. The storage inventory is used by the ewaste vendor to certify destruction.

If media is functional and device storage was encrypted at rest:

  •     Device will be sent to approved e-waste vendor for disposal.

If media is not functional:

  • Storage of the storage devices waiting for destruction will be labeled and stored in the Classroom data center protected by 2 entry points both controlled by electronic card access door readers.
  • Storage device is removed and inventoried by device type and serial number. The storage inventory is used by the ewaste vendor to certify destruction.

Property Management Transactions

Both transfer and disposal of electronic assets will require the submission of a property transfer form.

Sensitive paper disposal

Sensitive paper documents with level 1 confidential or level 2 internal use should be disposed of using confidential shredding bins.