Disposal and Redistribution of University Property
Vice President and Chief Financial Officer
Associate VP, Office of Procurement Services
When an item no longer is wanted by a user department, University Procurement Services or the appropriate property designee of the campus, will attempt to redistribute the item within the University, based on equitable criteria and utilizing the appropriate mechanisms. Should there be no need for the item within the University, then it may be sold or traded outside of the University. Unusable property or parts that can be sold for junk will be accumulated and sold by University Procurement Services or through IU Surplus Stores. Usable property which cannot be relocated with a University department will be disposed of in accordance with the following procedures.
Goods may be moved and relocated within the IU system without University Procurement Services involvement. However, the department relocating or transferring this equipment must assure compliance with the information removal requirements prior to transfer or sale to another IU department. Capital Asset Management should be apprised of the relocation of any capital equipment from one department to another.
Before a department may relinquish computing equipment to another entity, and such equipment is, or contains a storage device, all information must be removed from the storage device(s). Minimally, information removal shall be achieved by using a product or products that have erase or wiping capabilities that meet or exceed the guidance provided by the IU Information Security Office. The actual method or process for removing institutional information from storage devices over and above the requirements of the IU Information Security Office guidance for removal of information, shall be at the discretion of the individual campus. Some campuses may require more stringent regulations with regard to the removal of institutional information before property may be relinquished.
University Procurement Services Responsibility:
The sale of any IU property to a non-IU entity must be managed under the agency of the University Procurement Services.
The University Procurement Services may choose to:
Compensation may be shared or given to the department releasing the property if they have adhered to the guidelines of policies and procedures governing the disposal of property.
To provide a mechanism to relieve or redistribute the University of surplus or unusable assets.
The objectives of this policy are:
Property: It is defined as anything acquired through an institutional process including gifting. Unless the specific source of acquisition states otherwise, everything acquired through an institutional process becomes IU property and by definition is State property.
Documents: Any institutional information or information in the form of papers, film, photos, microfilm, facsimiles, copies or other non-electronic forms of retained information.
Information: The word “information” is used to refer generally to all tangible documents and data – in both electronic and other format.