Responsible Office: Mat Mgt – Moving/Surplus Property Services
Originally Issued: April 2004
Revised: February 2008
All Georgia Health Sciences University (GHSU) units that have Personal Computers (PC) and any type electronic equipment that contains data storage devices must have the hard drive or data storage device removed before disposal.
Reason For Policy
To ensure compliance with federal and state laws associated with confidential information, such as the Health Information Portability and Accountability Act of 1996 (HIPAA) and the Family Educational Rights and Privacy Act (FERPA), Georgia Health Sciences University requires the removal of all data storage devices prior to disposal of electronic equipment.
Entities Affected By This Policy
All GHSU departments.
Who Should Read This Policy
All GHSU employees.
Printable Version of This Policy
Electronic equipment sent to Surplus Property can be disposed of in several ways, to include transfer to a school district, other approved government entities or a vendors authorized to dispose of electronic equipment. Any software and data files left on a hard drive, main frame, server, and/or electronic storage device could potentially be retrieved. This oversight can lead to conflicts with software license agreements, unauthorized access to personal data or patient/research subject information or other Georgia Health Sciences University documents. This policy ensures that electronic equipment declared surplus by a department has the data storage devices removed and rendered unreadable prior to disposal.
Files that are not past their retention period (see www.usg.edu/usgweb/busserv/series/index.html) must be migrated to current systems or another suitable storage format. Computer or electronic storage device includes but is not limited to: hard drive, server, mainframe, or handheld computer, e.g. Palm or Visor.
Procedures can be found on Materials Management’s website at http://www.georgiahealth.edu/supply/property/index.htm
|ITSS||Upon notification remove data storage devices from electronic equipment.|
|Moving/Surplus Property Services||Collect all data storage devices, render them unusable and transfer them to state surplus.|
|All Georgia Health Sciences University faculty and employees.||Responsible for adhering to the Administrative Policies of GHSU.|
Request for Moving Services Form http://www.georgiahealth.edu/supply/property/MOVREQ.pdf