Policies
Staff Computer Equipment Disposal policy
Introduction
Computers are passed on through departments, recycled, and sold externally at an ever increasing rate. This can cause problems if data is not removed in a satisfactory manner because these systems may contain disks that hold information that is confidential. To keep in line with the Data Protection Act it is vital that the user of the computer takes full responsibility for following the IT Services recommended method of removing data. In addition software must be removed in order to adhere to our various licencing agreements with our suppliers.
The user of the computer is the person who uses the computer on a day to day basis and who has a detailed knowledge of the data contained within the system. They are the only person who can determine what data need to be retained. See also the University's Personal Data Retention Policy www.lboro.ac.uk/admin/ar/policy/dpact/recret/ for information on personal data (as covered by the Data Protection Act). The University is working on a more comprehensive retention schedule to cover Freedom of Information legislation and general records management.
Technical Aspects
Before disposing of any computer system, it is vital to remove all traces of data files. Merely deleting the visible files is not sufficient to achieve this, since data recovery software could be used by a new owner to "undelete" such files. Similarly, reformatting the whole hard disk may not in itself prevent the recovery of old data as it is possible for disks to be "unformatted". The disk space previously used by deleted files needs to be overwritten with new, meaningless data – consisting of some fixed pattern data and some random data. This can be achieved by using the university approved method of deletion for Windows P.C.s www.lboro.ac.uk/it/policies/erase.html. If you use an Apple Macintosh, see our suggestions for deletion of Apple Macintosh computers www.lboro.ac.uk/it/policies/erase-mac.html.
Once this method has been implemented, then the individual who cleared the hard drive should fill out the certification form www.lboro.ac.uk/it/policies/erase-confirm.html.
Disposal of Assets
Assets should be disposed of in accordance with departmental procedures; you should check your department's procedures for the appropriate way to dispose of IT hardware. Departments are reminded that Waste Electronic & Electrical Equipment (W.E.E.E.) - computers, printers, monitors etc. - should be disposed of using the established notification and collection system established by Estates Services, i.e. contact should be made with Carol A. Burgess who will supply the necessary return form to enable collection for recycling / disposal.
This system has been established to enable us to meet forthcoming legislative requirements.
Further information on W.E.E.E. legislation www.netregs.gov.uk/netregs/legislation/380525/473094/?version=1&lang=_e.
Estates Recycling Service www.lboro.ac.uk/service/fm/sustainability/recycling/.