L&I, Office of Information Technology Procedure
(PDF)
Name: |
Disposal of L&I-Owned & Leased Workstations Procedures |
Effective Date: |
September 2017 |
Category: |
Security |
Version: |
1.2 |
1. Scope:
This procedure applies to all employees within all bureaus, divisions, boards, commissions, and councils within L&I. This includes any contracted employees in the service of L&I. (Hereinafter referred to collectively as “L&I Users”).
2. Procedure:
The procedure is implemented by Infrastructure and Computing Services (ICS). This procedure for IT equipment surplus is defined by Workstation Operations & Technical Services (WOTS) and Compute Services Operations (CSO) Office of Information Technology (OIT) divisions, in conjunction with the Department of General Services (DGS).
L&I’s Information Technology Service Management (ITSM) tool is the document of record for all configuration items (CI) concerning IT equipment.
- Procedure to Dispose of L&I-Owned Workstations
Step |
Responsibility |
Action |
1. |
Program area manager or supervisor |
Ensures that data and files are moved to a shared drive or backed-up prior to an L&I User’s last day of work. |
2. |
Program area manager or supervisor |
Ensures a copy of the application software used to create archived data is maintained. |
3. |
Program area manager or supervisor |
Instructs ITSM submitter to prepare an ITSM request. |
4. |
ITSM submitter |
Prepares an ITSM request choosing one of the following from the service catalog:
- Hardware /computers/deleting (if removing device from the network and program area), or
- Hardware/computers/replacing/ (if replacing device with a new workstation and the old workstation is being removed from the network and program area).
|
5. |
L&I User |
Ensures all personal files and important data are moved to a migration folder. |
6. |
WOTS |
Verifies that Program Area has saved all information.
-
If the workstation is being ‘surplused’ and disposed of without replacement, WOTS technician labels and transfers the workstation from the work area to a holding area.
-
If the workstation is being ‘surplused’ and disposed of with replacement during a work station deployment, WOTS technician or workstation service provider labels and transfers the workstation from the work area to a holding area for the service provider to pick-up.
|
7. |
WOTS |
Removes hard drive from the workstation, labels, and moves hard drive to a secure holding location for transfer process. |
8. |
WOTS |
Returns hard drive to the WOTS Equipment Control Group in the central office. |
9. |
WOTS |
Degauss hard drive or sanitizes the hard drive using the DOD scrub. |
10. |
WOTS |
Records the information needed on the Media Disposal log and places the log in the Secure Media Disposal Box for DGS pick-up. |
- Procedure to Dispose of L&I-Leased Workstations
Step |
Responsibility |
Action |
1. |
Program area manager or supervisor |
Ensures that data and files are moved to a shared drive or backed-up prior to an employee’s last day of work. |
2. |
Program area manager or supervisor |
Ensures a copy of the application software used to create archived data is maintained. |
3. |
Program area manager or supervisor |
Instructs ITSM submitter to prepare an ITSM request. |
4. |
ITSM submitter |
Prepares an ITSM request choosing one of the following from the service catalog:
-
Hardware /computers/deleting (if removing device from the network and program area), or
-
Hardware/computers/replacing/ (if replacing device with a new workstation and the old workstation is being removed from the network and program area)
|
5. |
WOTS |
Verifies that program area has saved all information it desires to keep. |
6. |
WOTS |
Removes hard drive from workstation, labels, and moves hard drive to a secure holding location for pick-up. |
7. |
WOTS |
Arranges for the secure return of the hard drive to WOTS Equipment Control Group in central office. |
8. |
WOTS |
Degauss hard drive or sanitizes hard drive using DOD scrub provided by the OA
-
If errors occur, the hard drive is destroyed.
|
9. |
WOTS |
Records information needed on Media Disposal log and places log in the Secure Media Disposal Box for DGS pickup. |
10. |
PC service provider or program area staff |
Boxes and ships the workstation, without any hard drive, back to the workstation leasing agent. |
3. References
L&I Policy Definitions Document
APP-001 - Release of Protected Data
SEC-000 - Security Planning Policy
SEC-015 - Data Sanitization
ITP-SEC015 - Data Cleansing Policy
ITP-SEC019 - Policy and Procedures for Protecting Commonwealth Electronic Data
NIST SP 800-88 - Guidelines for Media Sanitization
4. Version Control
Version |
Date |
Purpose |
1.1 |
10/2016 |
Base document |
1.2 |
08/2017 |
Combined procedures: disposal of owned & leased workstations |