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IT Equipment Disposal Policy

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Mark Nichols
Director of Information Technology
Phone: 662.720.7254
mdnichols@nemcc.edu 
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Sarah Street
IT Technician
Phone: 662.720.7390
srstreet@nemcc.edu 

Allen Bullock
IT Assistant
Phone: 662.720.7885
adbullock@nemcc.edu 

IT Equipment Disposal Policy

Last Updated: December 2025
Applies To: All Faculty, Staff, Students, Affiliates, Retirees

I. Purpose

This policy establishes standardized procedures for the secure, compliant, and responsible disposal of IT equipment owned by Northeast Mississippi Community College. It ensures protection of institutional data, compliance with applicable laws (including FERPA), and alignment with sustainability goals.

II. Scope

This policy applies to all college-owned IT assets purchased, managed, or used by faculty, staff, and students, including but not limited to:

  • Desktop and laptop computers
  • Tablets and mobile devices
  • Servers and networking hardware
  • Printers, scanners, and peripherals
  • Storage media (e.g., hard drives, USB drives)
  • Classroom technology (e.g., projectors, smart boards)
  • Desk Phones and other Communication Equipment 

III. Data Security and Privacy

To protect institutional and personal data:

  • All storage devices must be sanitized using certified data erasure tools prior to disposal.
  • Devices containing sensitive data must be physically destroyed if erasure is not feasible.
  • Disposal procedures must comply with the Family Educational Rights and Privacy Act (FERPA).

IV. Disposal Procedure

The following steps must be followed for all IT equipment disposals:

  1. Notification: IT department is notified that equipment is no longer used or is no longer functional and needs disposal.
  2. Authorization: Disposal must be approved by the Director of Information Technology or other designated authority.
  3. Documentation: Maintain records including inventory tag, serial number, disposal method, date, and responsible personnel.
  4. Execution: Equipment is disposed of in accordance with approved method and vendor agreements. Assessment: IT department evaluates equipment for reuse, repurpose, donation, or disposal.
  5. Sanitize: Any device with onboard storage should be wiped or have its storage component removed from the device for destruction.
  6. Inventory Tag Removal: Equipment that is no longer serviceable will have the inventory tag removed. Inventory control will be notified for the item to be removed from college inventory. MDM administrator will be notified for device to be removed from the college’s MDM software, if applicable.
  7. Secure Storage: Once the device is cleared for disposal by IT, the device will be placed in secure storage until such time as device is donated or physically disposed. 

V. Unauthorized Storage of Unused Equipment

To maintain inventory integrity and reduce security and safety risks:

  1. Unused IT equipment should not be stored in unauthorized locations such as closets, classrooms, offices, or storage rooms without prior approval from the IT department.
  2. All unused devices should be returned to the IT department for proper evaluation and disposition.
  3. Unauthorized storage may result in loss of equipment, data exposure, or fire hazards due to improper handling.
  4. Periodic inspections may be conducted to identify and recover improperly stored devices.

VI. Compliance and Oversight

  • The IT department will conduct annual audits to ensure compliance.
  • Non-compliance may result in disciplinary action and/or revocation of equipment privileges.
  • The Board of Trustees will be notified of any significant breaches or violations.