Information Technology Asset Disposition Policy

This policy applies to all information technology hardware and software owned, leased, or managed by Earlham College, including but not limited to computers, servers, printers, mobile devices, audiovisual equipment, network infrastructure, and peripherals, regardless of the department that purchased or used the assets.

This policy establishes a standardized process for the secure, responsible, and compliant disposition of all Earlham College information technology (IT) assets. The goal is to ensure data security, environmental sustainability, fiscal responsibility, and compliance with institutional policies, legal requirements, and grant regulations.

The Information Technology Services (ITS) department is responsible for the disposition of all information technology assets. The Chief Information Officer (CIO) or their designee will oversee compliance.

1. Information Technology Assets: Includes IT equipment, computers, software, Software as a Service (SaaS), peripherals, phones, televisions, audio/visual equipment, etc.
2. Leased Asset: Information technology assets rented, leased, or borrowed from a third-party supplier or partner company.
3. Disposition: The process of reselling, reassigning, recycling, donating, or disposing of information technology equipment in an ethical and environmentally sound manner.
4. Obsolete: Equipment that has surpassed its useful life or no longer meets functional requirements.
5. Surplus: Hardware that has been replaced or is no longer needed.
6. Beyond Reasonable Repair: Equipment that would cost more to repair than to replace.

Information Technology Services ensures disposal of Earlham’ information technology assets according to these prescribed methods:

1. Obsolete IT Assets
   1. Information Technology Services is solely responsible for classifying IT assets as obsolete.
   2. Equipment lifecycles will be determined based on IT asset management best practices, such as total cost of ownership and required upgrades.
   3. Obsolescence decisions will align with Earlham’s purchasing and procurement strategies.
   4. Prior to removing or replacing IT assets used in departmental labs and specialized areas (e.g., library), ITS will seek to engage the relevant department in a discussion to ensure continued support of Earlham’s mission related to research, instruction, and student support.
2. Decommissioning of IT Assets
   1. All hardware must be fully wiped of Earlham data and software or disposed through certified e-waste recyclers.
   2. ITS will ensure data destruction using industry best practices.
3. Leased IT Assets
   • Leased assets will be disposed of per terms of the lease.

Information Technology Services will determine the appropriate method of disposition based on asset condition, value, and institutional needs. The categories of disposition are:

1. Internal Reassignment
   1. Information technology assets may be reassigned to other departments where they meet operational needs.
   2. ITS will evaluate the asset’s condition and ensure compatibility with current security and performance standards.
2. Trade-in or Resale
   1. IT Assets with residual value may be traded in with vendors for credit toward new purchases or sold to third parties.
   2. ITS will maintain records documenting the trade-ins and use of trade-in funds.
   3. Revenue from technology assets will be receipted, documented, and reported to the Accounting Department.
   4. Revenue shall accrue to the ITS budget.
3. Donation
   1. Eligible surplus equipment may be donated to local non-profit organizations and community partners, provided all data has been securely wiped.
   2. Donations must be pre-approved by the CIO and documented for audit purposes.
   3. For security reasons Earlham rarely donates IT assets that have stored or used non-public college data.
4. Technology Recycling
   1. ITS will use approved, certified e-waste recyclers that comply with environmental regulations and certify destruction as part of the recycling process.
   2. The vendor must provide necessary certificates of destruction.

The disposition of information technology assets purchased and tracked as part of Earlham’s depreciation listing must also be reported to accounting. This reporting is done at the depreciable asset (aka project code) level.

The disposition of IT assets purchased with federal grant or contract funds must comply with the Uniform Administrative Requirements, Costs, Principles, and Audit Requirements for Federal Awards (2 CFR § 200.313). ITS will consult with the Office of Grants and Sponsored Research for assets with a fair market value over $5,000 to confirm current rules prior to disposition.

This policy will be reviewed annually by the Chief Information Officer. Amendments will be adopted with the approval of the Chief Financial Officer.

June 11, 2025 – Revision approved by Carrie Ervin (CFO)

• May 8 – June 11, 2025 – Open comment period for proposed revisions

February 1, 2024 – Approved by Stacy Lutz Davidson (CFO)