Last Revision Date: Sep 30, 2013
Approval Date: Jan 8, 2014
Approval Authority: CWRU Chief Information Security Officer
The purpose of this procedure is to establish a university standard methodology for the authorized re-use,recycling, resale, and donation of specified IT equipment.
The CWRU Email Retention Policy is closely aligned with these policies:
This policy applies to all schools, departments, employees, faculty members, and agents of Case Western Reserve University. The IT equipment covered in this policy principally include desktop computers, laptop computers, tablet computing devices, and computer peripherals (keyboard, mouse, monitor, etc.), all of which are not defined as General Equipment in the CWRU Equipment Manual. Cellular telephones and smart phones are currently exempted from this policy. Special exceptions may apply for Government owned property.
The functional life-cycle of university-owned IT equipment is often defined by the technology refresh cycle (typically 3 years), but despite not meeting the current needs of the university, excess IT equipment may meet the computing needs of charities and individuals. CWRU intends to make excess, but usable, IT equipment available to qualified charities, as well as CWRU faculty, staff, and students, through the University IT Reuse-Recycling vendor.
Surplus IT Equipment is defined as:
MAC address: the machine access code programmed into each network card or interface which identifies a computer on the Case network.
IP address: the internet protocol address for the computer.
Litigation hold: a suspension of normal data deletion processes based on the standard data lifecycle
Data owners and department managers are responsible for ensuring that all excess IT equipment undergo data purge procedures, either performed by University staff or by an established vendor. The Office of University Counsel is responsible for the communication of a 'preservation notice' to principal personnel for cases of litigation hold. Business owners are responsible to ensure, and any data resident on computers eligible for surplus processing is evaluated for litigation hold requirements and preserved, as needed, before any drive purge is completed.
This procedure will be reviewed every three years on the anniversary of the policy effective date, at a minimum. The standard may be reviewed on a more frequent basis depending on changes of risk exposure.