Procedure for Surplusing Computer CPU's, Laptops, Servers, or Hard Drives
All computer CPU’s, laptops, servers, and hard drives must be sanitized to protect sensitive information. The ITCS Department is responsible for the sanitation of these items. Visit http://www.ecu.edu/prr/08/05/02 for a copy of the policy. It is the responsibility of ECU Surplus Property to ensure that no computers are disposed of by means of sealed bid, retail sales, or transferred to other organizations without a sticker confirming the computer has been sanitized by the ITCS department.
The Surplus Property Office in conjunction with ITCS has developed a process to ensure these items are dispositioned appropriately. When departments decide to surplus a computer CPU, laptop, or server, the following steps should be taken:
Step 1: Ensure that you or the appropriate person in your department has access to PETS (Property Equipment Tracking System). The registration process and access information is available on the PETS Home Page at http://www.ecu.edu/cs-admin/purchasing/surplus/PETS.cfm.
Step 2: Enter a Surplus Pickup Request in PETS. Complete step-by-step procedures for entering a Surplus Pickup Request are available on the PETS Home Page under PETS Training Procedures at http://www.ecu.edu/cs-admin/purchasing/surplus/PETS.cfm.
2.1: Computer CPU’s, Laptops, and Servers should be entered on a separate Surplus Pickup Request from other department items and equipment due to sanitation requirements. Monitors, printers, keyboards, and mice do not require sanitizing and should be entered on the same Surplus Pickup Request with routine surplus items.
2.2: If the item(s) being surplused has a Fixed Assets’ tag number, this number must be entered in the Asset # field on the Surplus Pickup Request in PETS. The full 9-digit number must be entered (6-digit ECU tag # plus three zeros ‘000’ at the end). If the correct Fixed Assets’ tag number is entered, information from the Fixed Assets’ system such as serial number and model number will automatically populate on the Surplus Pickup Request.
The manufacturer, serial number, and model number are required to be listed for all CPU’s, laptops, and servers. If the unit does not have a Fixed Assets’ tag number, this information should be keyed in manually when the Surplus Pickup Request is entered.
2.3: Each item needs to be listed individually with a complete description. Items cannot be entered in “lots”. For example, if you have 5 computers to surplus, each computer must be listed including the condition, description, serial number, and model number. If any items are damaged or are in non-working order, please note this in the description field.
The Surplus Pickup Request must be approved at the department level by the PETS administrator or user that has been granted approval authority. Upon authorization, the user or administrator is verifying that all conditions as listed in the PETS system have been met. Once the Surplus Pickup Request is completed and approved, it is submitted electronically to the Surplus Property Office. The Surplus Office will review and schedule pickup for each request. Temporary pickup tags and a pickup schedule/manifest are printed by Surplus and delivered to the department by Central Stores’ personnel. A copy of the pickup schedule is printed and emailed to Moving Services.
Each Surplus Pickup Request is assigned a Disposal Request # (i.e. DR# 10274) by the PETS system. This number will be needed to complete the Moving Services request in step 4 below.
Step 3: Once temporary pickup tags and the pickup manifest are received, the department is responsible for placing the appropriate temporary tag on the appropriate item described on the tag and the pickup manifest. These labels are white, peel and stick labels with readable bar codes. The labels must be placed in a visible area on the item such as the top of the CPU, etc.
The manifest will show an assigned Pickup Schedule # (i.e. Pickup Schedule #182).
Step 4: Once all items are tagged, enter a Work Request to have Moving Services pick up items going to Surplus via the Facilities Services’ WEB Asset/Work Management System. When completing the Work Request, it is NOT necessary to list all items from the pickup manifest on the work order; however, you are required to enter the DR# on the first line of the description of the work order so that Moving Services will be able to match your request with the appropriate manifest. Instructions for completing the Moving Services’ request are available on the WEB Asset/Work Management System under the link titled Surplus Removal System/PETS and may be accessed by clicking https://wwwapps.ecu.edu/msworkrq_dotnet/PETS/surplusprocedure.htm and entering your ECU login information.
A separate Work Request is required by Moving Services for each Disposal Request # (you cannot put multiple DR #’s on the same Work Order).
Moving Services has requested a two week lead time in picking up your items. Special needs should be referred directly to James Sutton at 328-6080 or email@example.com .
Step 5: With the appropriate Work Order and copy of the pickup manifest in hand, Moving Services will verify the items for pickup, verify and note the quantity, and will ask a department representative to sign off in the “Authorized by” section of the pickup manifest, which denotes the department’s approval of the items going to Surplus. Moving Services’ personnel will also sign the pickup manifest denoting they are receiving/moving the property.
NOTE: The department is responsible for the safety and security of all University equipment and supplies until Moving Services has taken possession. We do not recommend you sit items in the hallway or other unsecured areas where items may easily be removed by Faculty, Staff, Students, or visitors.
5.1: Moving Services can ONLY pickup items that have been tagged with the temporary tags and included on the pickup manifest. Items not tagged CANNOT be picked up. If you have additional items that need to go to Surplus, a new Surplus Pickup Request must be entered.
Step 6: Moving Services will deliver the CPU’s, laptops, and servers to the ITCS sanitizing area, which is located at the Surplus Property facility. Surplus Property will accept delivery by signing the pickup manifest, but the items will not be received for surplus until sanitation is complete.
6.1: Departments can view the history of items that have been surplused via the PETS system. This history may be printed at a later date should it be needed to update Fixed Asset or internal department records.
There is no need to notify ITCS prior to completing the surplus of computers if parts or components are missing. Please note this information in the description field of the Surplus Pickup Request in PETS. Please do not set computers and other electronic components in hallways or other areas where others can obtain easily. The computers will be removed from the departmental inventory once the units have arrived at the sanitizing area. Departments are held accountable until this process is complete. Please call 328-9941 if you have questions about the computer surplus process.