/policies/,/policies/administrative/,/policies/administrative/uwmf/,/policies/administrative/uwmf/uwmf-wide/,/policies/administrative/uwmf/uwmf-wide/information-services/,

/policies/administrative/uwmf/uwmf-wide/information-services/in-pro-009.policy

201504119

page

100

UWHC,UWMF,

Policies,Administrative,UWMF,UWMF-wide,Information Services

Computer and Server Decommissioning (IN-PRO-009)

Computer and Server Decommissioning (IN-PRO-009) - Policies, Administrative, UWMF, UWMF-wide, Information Services

IN-PRO-009

PROCEDURE




Information Services
Effective Date:
1/22/2015
Administrative Manual

X Other: Information Services
Procedure #:
IN-PRO-009
Original
X Revision
Total #
Pages: 2
Title: UW Health Computer and Server
Decommissioning (this procedure is
used by UWHC and UWMF)



I. PURPOSE

This procedure describes the process for the appropriate handling of desktop computing
and server hardware when it is retired from service, including the procedures for reuse,
destruction, and disposal. Disposal of any computer and server hardware is performed in
accordance with HIPAA regulations.

II. PROCEDURE

A. Requests to Move or Dispose of Computer or Server Hardware

1. An End User Technical Support (EUTS) staff member certifies a server,
workstation, or laptop as either junk or deemed for resale/reuse.
2. The department manager or UW Health IS staff member contacts the Help Desk.
3. The UW Health Help Desk opens a service request for hardware pickup by
EUTS.

B. End User Technical Support Responsibilities

1. The expired server, workstation, or laptop hardware is sent to the EUTS
Reclamation Facility for data sanitation prior to resale, surplusing, or junking.

Note: PC data sanitation is accomplished using the DBAN software
(http://www.dban.org).

2. The hard drive is removed from any hardware classified as junk, and shredded.
3. The vendor responsible for shredding issues a Certificate of Destruction for the
junked hard drive. This is scanned and stored in OnBase.
4. Any expired DELL leased PC hardware is sent to the EUTS Reclamation Facility
for data sanitation and then returned to DELL per the terms and conditions of the
DELL Master Lease Agreement.
5. EUTS tracks any purchased PC hardware that has been resold, surplused, or
junked.
6. Any DELL leased PC hardware is tracked via its respective DFS Lease
Schedule.




Page 2 of 2

III. POLICY

This procedure supports the following policy:

Digital Media and Hardware Disposal Policy

IV. OTHER

UW Health is not a legal entity. UW Health comprises three separate entities. This policy
applies to facilities and programs operated by the University of Wisconsin Hospitals and
Clinics Authority and the University of Wisconsin Medical Foundation, Inc.

Each entity is responsible for enforcement of this policy in relation to the facilities and
programs that it operates.

V. COORDINATION

The details of Coordination of UWHC and UWMF are shown below. Approval and
coordination of this policy by those entities occurs per their individual processes.

UWHC Sr. Management Sponsor: UW Health IS CTO
UWHC Author: UW Health IS Director – Customer Service
UWHC Reviewers: UW Health IS Directors
UWHC Approval committee(s): UWHC Internal Auditor

UWMF Sr. Management Sponsor: UW Health IS CAO
UWMF Author: UW Health IS Director – Systems Security
UWMF Reviewers: UW Health IS Directors
UWMF Approval: UWMF COO

VI. SIGNED BY


[Insert Signature Block(s) for Appropriate Signer] Date


[Insert Signature Block(s) for Appropriate Signer] Date

VII. REVISION HISTORY

Effective Date Next Review Summary of Changes Change Authors
1/22/2015 1/22/2016
Updated to include
servers and storage of
certificates of
destruction.
E. Gerke, J. Leonard
7/14/2014 7/14/2015 Original release.