Union College, Information Technology Services

I. Institutional Guidelines

1. The Information Technology Services staff must coordinate the proper disposal of all Union College technology hardware and software. Upon retirement from Union College use, all technology should be returned to the appropriate Information Technology Services location for proper disposal.
2. The disposal of technology must meet applicable federal and state laws, including, but not limited to:
   • All state, federal, and local EPA laws regulating waste.
   • All state, federal, and local laws regulating copyright or licensed software.
   • All state, federal, and local laws that may apply due to limitations on the use of equipment purchased with restricted funds.
3. Beyond federal and state regulations, all equipment is to be discarded in an environmentally and socially responsible manner.
4. Once retired from Union College use, all Union employees must follow appropriate guidelines (obtain necessary documentation, where applicable, and maintain method-of-disposal inventory) to ensure, on behalf of Union College, that liability for technology hardware and software has been relinquished.

II. Information Technology Services' Departmental Guidelines

1. Once obtained for Union College use, all technology hardware and software will be documented and tracked for inventory control, purchase price, depreciation, proceeds from sale (if applicable), and method-of-disposal in accordance with departmental, institutional, local, state, and federal guidelines. All equipment and software should be tracked from point-of-purchase to disposal.
2. The disposal of non-hazardous, working equipment may be sold or donated to an appropriate charitable organization.
3. Once retired from Union College use, the ITS staff must follow appropriate guidelines (obtain necessary documentation, where applicable, and maintain method-of-disposal inventory) to ensure, on behalf of Union College, that the liability for technology hardware and software has been relinquished.
4. All retired software may be sold, donated, or destroyed in accordance with manufacturer end-user license agreements and local, state, and federal copyright law. Generally, if the software is to be discarded, it should first be damaged to prevent subsequent unauthorized use.
5. Upon retirement of computer equipment, all software and data must be removed from computer hard drives to ensure software license compliance, user privacy, and the security of institutional data.
6. Upon disposal, a complete stock report of the items must be given to the Business Office detailing the following fields:
   • item description/type of equipment (i.e., monitor or software)
   • date discarded
   • method-of-disposal (sold/donated/trashed)
   • purchase value
   • date purchased
   • goodwill value (best estimate of the worth of the individual component at time of disposal)
   • proceed amount per item (if sold)

References:

• Federal EPA Laws regarding CRT’s:
  Federal Register, Part IV, Environmental Protection Agency, 40 CFR Part 260 et al.
  http://www.epa.gov/epaoswer/hazwaste/recycle/electron/crt-fr.pdf
• Other Federal EPA Law resources:
  • http://www.access.gpo.gov/nara/cfr/cfrhtml_00/Title_40/40cfr273_00.html
  • http://www.epa.gov/epaoswer/hazwaste/id/univwast.htm#BUSINESS
  • KY State EPA – London Office: Bill Belcher

For a detailed list of current disposal methods and options, contact the Computing and Technology help-desk at (606) 546-1626, or email helpme@unionky.edu.