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Section 14: Property and Equipment Management and Control

Surplus Property

Effective Date:

04/21/10

Approved By:

Lenora Chapman, Associate Vice President, Financial Affairs

Last Revised On:

01/20/11

For Assistance Contact:

Capital Asset Manager (210)458-6130
Director of Financial Services and University Bursar (210)458-4224

PURPOSE/SCOPE

This guideline provides information for all University personnel concerning state laws and University rules, regulations and procedures for the proper handling and disposal of surplus University property.

AUTHORITY

  • State Property Accounting (SPA) Manual for the State of Texas

  • UT Regents Rules & Regulations Rule 80201 – Disposal of U.T. System Property: for all state owned property and equipment


UNIVERSITY GUIDELINES

Table of Contents

A. Disposing of Surplus Property

When equipment is declared as surplus property, it must be turned into the Surplus Department using a Surplus Property Turn-In Form. Items are turned in at no cost and are added to the Surplus Property inventory.

If suitable, items are made available for transfer at no cost to other university departments through the Surplus Department website.

When surplus property is unserviceable, unusable or not needed by any department of the university, the Surplus Properties Supervisor will determine an appropriate method of final disposition. Such methods may include:

  • Sale by auction,

  • Salvage or scrap, or

  • Destruction.

Only items transferred to the Surplus Department may be disposed of by any of the above listed methods. Surplus property may never be disposed of by a department.

B. Information Security Policy

The sale, transfer, or disposal of devices or items containing information or data can create an information security risk for UTSA. These risks are related to unauthorized release of confidential, sensitive or personal information; unauthorized disclosure of trade secrets, copyrights, and other intellectual property; and/or potential violation of software license agreements.

1. Electronic Devices

Devices that may contain information or data include but are not limited to: Mass storage media, and all computer-related devices capable of receiving email, browsing Web sites, or capable of receiving, storing, managing, or transmitting data including, but not limited to, mainframes, servers, personal computers, notebook co mputers, hand-held computers, floppy disks, optical disks, software CD’s & CDR’s, DVD’s & DVDR’s, flash memory drives, personal digital assistant (PDA), pagers, cellular or mobile telephones, fax machines and printers.

Information or data contained on the aforementioned devices can be costly to delete or erase.  Even after deletion, erasure or reformatting, user data left on disk drives removed from computers and storage systems create a data security vulnerability that many users are unaware of. The most effective way to ensure the complete removal of information or data is to physically destroy the hard drive and memory if removable, or the entire device if the hard drive and memory are not removable or if the device contains internal memory.  The following devices are physically destroyed by the Surplus Property Department to ensure data security:

  • Computer hard drives;

  • Mobile/cellular phones;

  • Device hard drives (printers, fax machines, copiers, etc.);

  • RAM device memory (found in computers, flash drives, fax machines, copiers, printers, PDA’s, mobile/cellular phone SIM’s, etc.);

  • Personal digital assistants (PDA), pagers, smartphones (Blackberry®, iPhone®) with internal memory;

  • Digital storage media (software CD’s, CD-R’s, DVD’s, DVD-R’s, floppy disks, optical disks, flash/travel drives).

2. File Cabinets, Desks, or Other Storage Property

All file cabinets, desks, or other storage surplus property transferred to the UTSA Surplus Property Department must be certified on the Surplus Property Turn-In Form by the department turning in the property as being empty and not containing any documents or electronic media that may contain confidential, official or sensitive information.

All file cabinets, desks, or other storage surplus property transferred to the Surplus Department will be opened and inspected at the job site for documents or electronic media that may contain confidential, official, or sensitive information. All file cabinets, desks, or other storage surplus property that are locked will be opened at the job site by the Surplus Department. If keys are not available, Surplus personnel will drill out the lock cylinder and inspect for contents. The contents will be turned over to the customer for further disposition.

Before final disposal by the Surplus Department, all file cabinets, desks, or other storage equipment, will be inspected and certified by the UTSA Surplus Property Supervisor to not contain any documents or electronic devices that may include confidential, official, or sensitive material. The UTSA Capital Asset Manager will also certify that the property is not suitable for transfer or sale and no longer has value to UTSA.


DEFINITIONS

Term Description

Surplus Property

Surplus property is any personal property that exceeds a state agency's needs and is not required for the agency's foreseeable needs. The term includes used or new property that retains some usefulness for the purpose for which it was intended, or for another purpose.

 

REFERENCES/LINKS

RELATED FORMS/WORKSHEETS

  1. Surplus Property Turn-In Form


REVISION HISTORY

Date Description

01/20/11

Deleted the Surplus Property section and added the term to the Definitions section. Clarified the requirement for departments in possession of equipment that is declared as surplus property. These items must be disposed of accordingly.

09/01/10

Published guideline as HTML.


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