Approval Date: 2005-12-08

Effective Date: 2013-11-05

Review Date: 2017-05-01

The Vice-President (Administration and Finance) through the Director of Information Technology Services

Data Removal


To minimize potential data exposure and security risk by providing guidelines for the sale, transfer, or disposal of old, obsolete, damaged, nonfunctional or otherwise unneeded computers, computer storage devices, computer media, computer peripherals and computer software. Sale, transfer, or disposal of IT assets can involve risks related to unauthorized release of confidential information, unauthorized disclosure of trade secrets, copyrights, and other intellectual property and unauthorized access to personal information protected under privacy legislation that might be stored on the hard disks and other storage media or potential violation of software license agreements.


All University-owned data storage devices and media used by faculty, staff, students and others affiliated with Memorial University of Newfoundland.


All university employees with responsibility for the transfer of, removal of, disposal of, or surplus declaration of any data storage device or media must take any and all reasonable steps to limit Memorial University's liability and risk. See Procedure for Data Removal - General.

In accordance with the Surplus University Property Policy, computer equipment deemed to be surplus (including authorized exemptions) and inter-departmental transfers of equipment containing data, must have the data removed before the particular surplus option is executed.  See Procedure for Declaring Restricted Articles as Surplus and the Procedure for Data Removal - Computer Systems.

Unit Heads are responsible to ensure compliance with this policy and its related procedures. This responsibility may be delegated to faculty or departmental employees, or their designates, who acquire, install, upgrade, operate, maintain or are responsible for any computer systems, storage devices or media.

Any deviation from this policy must have the prior approval of the Vice-President (Administration and Finance).

Related Documents:

Enterprise Risk Management policy
Information Management


For inquiries related to this policy:

Information Technology Services, (709) 864-8116

Sponsor: Vice-President (Administration & Finance)

Category: Operations

Previous Versions:

There is at least one previous version of this policy. Contact the Policy Office to view earlier version(s):

Approval Date:2005-12-08, Effective Date:2005-12-08