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Surplus Property Policies and Procedures


To minimize the possibility of exposing sensitive information (e.g., Social Security numbers), we must now have two separate disposal procedures: a “Secure Data Disposal and Surplus process” for items that could conceivably contain such information (see examples) and another process for everything else.

Both procedures start by sending a “request-to-surplus” to the appropriate departmental contact person. They will secure any required approvals and enter the information into the appropriate system. They will then inform the requestor that they can then move the surplus property to the appropriate location.

Special Notes:

•  There will be separate and well marked areas for the two classes of surplus property (Computer/Data vs. Non-Computer/Data).

•  Disposal of equipment with asset tags must be approved for surplus by the Fixed Assets Accounting (FAA) prior to surplus. [Do not remove any such tags!]

•  Once appropriate approvals have been received, the requestor will be notified as to where to move the surplus property.

•  Property should not be moved into the disposal areas until authorized. These storage areas are ONLY for approved surplus items, not a general dumping ground.


Procedure for Requesting Disposal of Non-Computer/Date Equipment and Furniture

Contact Larry St. John (las2xa@Virginia.EDU). Larry will need the following information (Excel spreadsheet or tab-delimited text file):

•  Radioactive or hazardous material? (Y/N)

•  Asset Tag Number (if relevant).

•  Serial Number (if relevant)

•  Item Quantity and Short Description (e.g., Five desk chairs). Some items can be reported in an aggregate form (e.g., One box assorted keyboards and mice).

•  Condition (poor, fair, good, excellent, working, unused, not working, to be destroyed, or unknown).

•  Estimated worth (optional)

•  Any comments on the item (optional)


Procedure for Requesting Disposal of Computer/Data Equipment

Contact Larry St. John (las2xa@Virginia.EDU) and tell him the location of the equipment (Physics or High Energy). Larry will email a building sprecific spreadsheet into which the following information will need to be entered:

•  Model

•  Serial Number [This needs to be accurate. Dyntek will not pick up the item if the serial number does not match. If the item does not have a serial number, put a sticker on it with a made up number.]

•  Asset Tag Number (do not remove any tags from the equipment!).

•  Condition (damaged, fair, good, excellent, non-functional, poor, or inactive).

•  Approximate age (less than 1 year, less than 2 years, less than 3 years, less than 4 year, greater than 4 years, or greater than 5 years).

•  Location (HEP or Physics Bldg).

•  Short Description (e.g. “Dell 17" LCD Monitor”)


Examples of Computer/Data Equipment

•  Personal Computers

•  Mobile Computers

•  Handheld Computers or PDA’s

•  Digital Phones (contact the Program Administrator for other types of phones)

•  Server Computers

•  CRT Monitors, all sizes

•  LCD Monitors, all sizes

•  Terminals (VT’s)

•  Printers

•  Computer attachable peripherals and devices

•  Computer Related Ancillary Technology Devices or Equipment

•  Networking Electronics

•  Media such as Tapes, Compact Discs

•  Network connectable Photocopiers

•  Network connectable voice equipment

•  Any other device that is directly connectable to a computing or networked environment.


For more information, please contact the Physics Department’s Director of Laboratories, Rick Marshall, at 434-924-3080, in Physics 103B, or at rmm5a@Virginia.EDU.