Sanitize Devices Before Disposal
University-owned devices must be sanitized before disposal or transfer. That means they must be erased, overwritten, or destroyed so that data cannot be recovered using normal system functions or software data recovery utilities.
U-M Property Disposition is responsible for the disposal, transfer, or resale of all university property, including all computers and storage media devices, designated as surplus by U-M schools, colleges, and units. All U-M-owned devices sent to Property Disposition must be accompanied by a certificate of sanitization/destruction, unless Property Disposition is doing the sanitization or destruction for you.
How you sanitize or request sanitization of a device or storage media depends on the type of device/storage and who manages it.
- MiWorkspace-managed devices. Return these to Neighborhood IT for proper sanitization and disposal. Contact your local support person or the ITS Service Center.
- U-M departmentally-managed devices. Check with your department for your department's preferred disposal method. Device-specific options include:
- U-M fee based services.
- Property Disposition offers for-fee secure erasing and physical destruction services. See Computer Preparation, on the Declaring and Sending Surplus page.
- Computer Showcase Consulting offers Secure Device Sanitization services for individuals and U-M departments, as well as assistance moving data to a new device if needed.
- Copiers and multi-function devices: The U-M Managed Copier Program leases copiers and multi-function devices for units and departments. See Copier and Multi-function Device Data Security.
- Personal devices used for U-M work. See Prepare Personal Devices for Disposal.
Physical Destruction for Secure Disposal
When devices or drives are inoperable, it may be necessary to destroy them to ensure secure disposal. Destruction may also be required by some laws or regulations governing certain types of data.
- Ask Property Disposition to destroy a device. See Declaring and Sending Surplus on the Property Disposition site for more information.
- Destroy a device yourself. See Destroy Devices and Media for instructions.
Certificates of Destruction Required for U-M Devices Declared as Surplus
You are required to provide a Certificate of Destruction when taking U-M owned devices to Property Disposition if you have completed one of the secure disposal methods identified above or destroyed a device . The Certificate of Destruction must accompany the U-M Property Disposition Declaration of Surplus Form which is also required for all U-M property that a department or unit no longer needs.
- If you execute KillDisk to securely erase a device, the program will automatically generate a Certificate of Destruction at its conclusion.
- If you use another method to securely erase or physically destroy a device, you must attach a completed copy of this Certificate of Destruction (PDF) to the equipment when you bring it to Property Disposition. You can download the form to your Google Drive or computer to fill out, or print it to fill out by hand.
If you do not attach a certificate matching the equipment you are dropping off, Property Disposition will process the equipment as if it was not erased or destroyed, and your department will be charged the standard fees for secure erasure or device destruction. If you would prefer, you can also take advantage of Property Disposition's secure erasure and disposal service.
You are also responsible for destroying any printed or paper copies of sensitive U-M data or records that no longer need to be retained See Shred Sensitive Paper Documents for best practices.