Departmental disposal of equipment at IU

• Overview
• All campuses
  • Securely remove data from university equipment
  • Redistribute equipment within the university
• IU Bloomington and IU Indianapolis
• Regional campuses
  • Departments
  • IT directors
• Recycle printer toner cartridges

Overview

At Indiana University, departments can dispose of unneeded computers, lab equipment, printers, and other electronic devices either by redistributing them for reuse within the university, or by sending them to the appropriate property designee for resale or recycling. However, departments must first make sure that all data are securely removed from all storage devices. Procedures for transferring equipment vary by campus. See below, and contact your local UITS support person for additional information or assistance.

All campuses

Securely remove data from university equipment

All IU personnel are liable for any type of institutional data contained on any storage device (including computers, smartphones, PDAs, printers, etc.), regardless of how your department disposes of it. Per Disposal and Redistribution of University Property (FIN-PURCH-11), you must securely remove all data from electronic devices before they leave the department, regardless of whether they contain sensitive data. This includes the following:

• Remove all data from the hard drive: See About secure data removal.
• Remove passwords from BIOS for both Windows and macOS devices.
• Release devices from endpoint management: Devices that are joined to the Apple Device Enrollment Program (DEP) from will need to be released or unassigned, as appropriate, by the department's local UITS support person.
• Remove personal accounts from Apple products: For any institutionally owned devices that need to be unlocked, Apple requires that you call AppleCare Account Security at 800-800-2775 (choose option 3, then 1, and then 2). The AppleCare agent will ask you to verify ownership by providing the following information via a secure portal they will generate for you:
  • Institution name
  • Device serial number(s)/IMEI(s)/MEID(s)
  • Proof of Purchase (not required if purchased through Apple Education Sales directly)
  • Completed Statement of Ownership and Authority (supplied by Apple)

Redistribute equipment within the university

If your department has unneeded computers, printers, or electronic devices that are viable for reuse by other departments, schools, or organizations at IU, you can post them on redistribution-l@indiana.edu, a mailing list managed by the Office of Procurement Services. You must subscribe to the list before you can post items. For links to subscribe or unsubscribe, see Redistribution List.

IU Bloomington and IU Indianapolis

If you do not redistribute equipment within the university, transfer equipment to Surplus at your campus. Surplus will determine whether the equipment is viable for resale, or should be recycled via the university's contracted electronic waste recycling service. Follow the procedures outlined in the links below:

• IU Bloomington: Data Security and Computer Disposal or Resale
• IU Indianapolis: IU Indianapolis Surplus

Regional campuses

Departments

If you do not redistribute equipment within the university, contact your campus IT director to arrange for proper disposal.

IT directors

• Equipment that's not viable for reuse: If you're certain that equipment is not viable for reuse, IT directors should arrange for recycling. To ensure that all electronic waste generated at IU is managed in a secure, responsible, and cost-effective manner, the university has contracted with Green Wave Computer Recycling to provide electronic waste recycling services to all IU campuses. To learn more about the program or to obtain the company's contact information, campus IT directors or their delegates may contact the appropriate Surplus unit, as described below.
• Equipment viable for resale: If equipment may be viable for resale to the public, contact the appropriate Surplus unit to determine whether pickup is feasible to recover funds for the university.
  • Campuses south of I-70: Contact Surplus in Bloomington using any of the following:
    • Contact Surplus Stores
    • Pickup request
    • Email to surplus@indiana.edu
  • Campuses north of I-70: Contact Surplus in Indianapolis at 317-274-2192.

Recycle printer toner cartridges

At IU Bloomington, Surplus accepts toner cartridges for recycling; see IU Surplus.

Many manufacturers of printer toner cartridges have a free mail-in recycling service. Send used cartridges back to the original manufacturer in the same box as the replacement cartridge. If you don't have the return label or shipping materials, you can search for the company's specific return information online.

If your brand doesn't have a free mail-in service, follow the instructions for general electronics recycling for your campus.