Retirement of End Point Devices
All computer desktops, laptops, hard drives and tablet disposal should be processed through the ITS department of Framingham State University. Although PII should never be stored on end point devices, ITS takes the additional control of sanitizing hard drives before the removal from the university.
Roles and Responsibilities
The Director of Service Management and Campus Technology the Service Owner of IT Asset Management. The Manager of Technical Support Operation is the Process Owner.
| Role |
Responsibility |
| User Service Technician |
- Original intake of technology
- Placing on temporary hold
- Updating documentation in CMDB
|
| Technical Support II |
- Sanitizing technology
- Updating CMDB and KACE
- Completing OSD forms
- Pick up from University
|
| Manager |
- Evaluate the final disposition of technology and eligibility for removal
- Completing OSD form
- Random checking of sanitization
- Completing all forms and sending to Inventory Control
|
Steps
- Receipt of Device in ITS (user services technician)
- Update CMDB into a pre-retired state
- Label printed with pre-retirement label
- Computer gets put on a temporary hold in IT shop
- Decisions about reuse (decision by Manager)
- Equipment will be reused (Technical Support II)
- Reimage or reformat hard drive
- Update CMDB and KACE for reuse
- Available on distribution area of IT shop or loaner pool in ITS User Services
- Equipment will not be reused (Technical Support II)
- Perform Kill Disk for sanitation*
- Download certification pdf and print out a copy
- Update CMDB retirement details
- Update sanitized by and date
- Update retirement outcome (worthless or bid list)
- Add HD serial number to record
- Attach certification to CMDB record and equipment
- Delete equipment from KACE
- Fill out OSD form for Declaration of Surplus Equipment
- Inventory forms (Manager or Director)
- Confirm all equipment has been sanitized
- Sign OSD forms
- Email Inventory Control with copies of OSD forms
- Decisions about Bid list vs removal (decision by Manager and OSD) * needs sign off from Assistant Vice President – Finance & Business Services and Inventory Control
Bid List eligible
- Place on bid list
- Put in a request to move items to facilities/inventory location for storage and pickup
- Wait for someone to bid on it
Equipment is deemed worthless and sent to surplus to be removed (Technical Support II)
- Contact Facilities to get pallets and boxes
- Move equipment from ITS cage into boxes
- Boxes are picked up and removed from campus