Instructions for IT-Classified Staff for Data Removal
Any computers or computer components or media that are leaving campus must have all data removed in accordance with Memorial’s Data Removal Policy. This is to prevent the “unauthorized release of confidential information, and unauthorized disclosure of trade secrets, copyrights, and other intellectual property that might be stored on the hard disks and other storage media or potential violation of software license agreements.” C&C has developed a process to remove data off of computers that are no longer needed on campus. Once the data is removed, it is either sent to surplus by Facilities Management, to Computers for Schools (CFS), or to the Computer Purchasing Centre (CPC) for redistribution on campus for a credit to the departmental account. If your department has it’s own IT staff, data removal can be performed by them.
Computer media is handled separately by Facilities Management Contract Services. Contact information can be found on Facilities Management’s site.
Data Removal Process
If you have a computer that is no longer needed by your department, it can either be declared surplus, donated to computers for schools, or sold by the CPC. A recommendation as to which option to choose is based on the specifications of the computer. A MUN IT-classified employee will leave the with your system to let you know which option is recommended for your system. Please note that data removal can also be done on systems that you decide to redeploy somewhere else in your department. The options are:
1. The system is less than a Pentium II or Macintosh PowerPC or equivalent:
Your computer is no longer useful on campus and is to be declared as surplus, please arrange with your faculty/departmental administrative staff to have the Surplus Property Form completed, including an IT-classified MUN employee signature indicating that the hard disk has been completely overwritten and is ready to be sent to public auction.
If you do not have local IT support, administrative staff will contact the C&C Help Centre at 864-4595 or e-mail email@example.com to request that your compyter hard disk be erased, and Surplus Property Form signed, before declaring it surplus. Note that C&C will only take the hardware containing data. Other peripherals, such as monitors, must be on a separate surplus form.
2. The system is at least a Pentium II but less then a Pentium III 1Ghz or a Macintosh G3 without USB or equivalent:
Your computer qualifies for the CFS Program. Please arrange with your faculty/departmental administrative staff to have the Surplus Property Form completed, including an IT-classified MUN employee signature indicating that the hard disk has been completely overwritten and is ready to be made available to the CFS program. No software is required (not even the operating system) as CFS has special arrangements with Microsoft and other software companies. Monitors and peripherals of a similar age are also accepted by CFS.
If you do not have local IT support, administrative staff will contact the C&C Help Centre at 864-4595 or e-mail firstname.lastname@example.org to request that your computer hard disk be erased, and Surplus Property Form signed, before declaring it surplus. Note that C&C will only take the hardware containing data. Other peripherals, such as monitors, must be on a separate surplus form.
3. The system is at least a Pentium III or a Macintosh G3 with USB or equivalent:
Your computer is eligible for the CPC’s Redistribution Program. When your old system is repurchased, a credit of $100 will be applied to your departmental account. Your administrative staff with signing authority can initiate this action by visiting http://www.mun.ca/cpc/rdprogram/. The Surplus Property Form is not necessary in this case, as the CPC processes will maintain asset tracking and erasure of data.
As part of the CPC Redistribution Program, your old system (computer, keyboard, mouse, and power cable) will be picked up, erased by IT staff, made available for purchase, and delivered to a new user. The credit will then be applied to your account.
The original operating system must be supplied with the system, and the system must be complete (retaining all necessary components for use on campus) and be in good working order to qualify for this option. Otherwise, you may donate the computer to CFS, as described in ‘2’ above.
DBAN is a data removal software tool written by Darik Horn that removes data from your hard disk. From his web site, DBAN is a self-contained boot floppy that securely wipes the hard disks of most computers. DBAN will automatically and completely delete the contents of any hard disk that it can detect, which makes it an appropriate utility for bulk or emergency data destruction. Three passes of this software erasing is required so data is not recoverable.