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					NC DEPARTMENT OF ENVIRONMENT AND NATURAL RESOURCES

DIVISION OF ENVIRONMENTAL HEALTH SURPLUS POLICIES AND PROCEDURES SHELLFISH, RADIATION PROTECTION, REGIONAL OFFICES AND CENTRAL OFFICE
EFFECTIVE DATE JULY 1, 2007 REVISION NUMBER APPROVAL DATE July 1, 2007

SUBJECT:

SURPLUS POLICIES AND PROCEDURES

POLICY: State government requires that all items purchased by any state agency must be surplused when no longer needed or non-functional. To surplus items, items must be entered into the state surplus property online system. Once items are entered into the online system, state surplus provides labels to tag all items and state surplus picks up all items and takes them to the state surplus property’s warehouse. Information regarding all surplus items are to be submitted to the Division Surplus Coordinator for processing through the State Surplus Property online system. The attached Surplus Log Form shall be completed for all inventory (see attached example). This information will be entered into DENR’s State Surplus Property online system by the Division’s Surplus Coordinator. Each section will need to have a Surplus Administrator assigned. The Division Coordinator will contact each Section’s Administrator on a quarterly basis for the completed Surplus Log Forms. If the Section has no surplus items for that quarter, they need to inform the Division Coordinator of that as well.

CENTRAL OFFICE
1. Designate what items are for surplus using the Surplus Log Form. It will help to maintain this log as items are found that need to be surplused. The Section Surplus Administrator is responsible for storing the larger items (example: Desk, Chairs, etc.) within their respective Sections. Be sure to indicate on the Surplus Log Form the specific location of the item(s). This is critical so that the Division Surplus Coordinator can locate the item(s) when tags arrive as well as directing state surplus staff for pick up. The Section Surplus Administrator is responsible for storing the smaller items in the Women’s Restroom located across from Division Receptionist’s work station. (example: CPU’s, Printers, etc.) Do not place any of these items in this area until the Surplus Log Form has been completed and submitted to the Division Surplus Coordinator. Again, be sure to indicate on the form the specific location of these items. A separate completed Surplus Log Form will be necessary for each category (example: put computers on one form; printers on one form; furniture on one form, etc.) This is necessary since these items have to be entered into DENR’s State Surplus Property System differently depending on type of equipment, etc. Check the items against Fixed Asset System to ensure the use of correct FAS number and correct account/center numbers. Print outs for all Fixed Asset System numbers can be found through a Fixed Asset Report through XTND to check on the FAS numbers. If the item(s) are not in the Fixed Asset System, be sure to use a valid account/center number. Submit the completed Surplus Log Form to the Division Surplus Coordinator on a quarterly basis for processing.

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Once the process is complete, the Division Surplus Coordinator will provide you with copies. The Division Surplus Coordinator will update the division FAS Input database.

REGIONAL OFFICE AND SHELLFISH
DENR-Purchase and Services internal Operating Policy-see attached POLICY STATEMENT: The Department has delegated responsibility to see that surplus, waste and scrap are disposed of; and, that excess property is reallocated within the agency. Reallocation will be the first priority for item(s) scheduled to be surplused as this results in significant cost avoidance to the Department. State Surplus Property Office Refers To: The office, under the Department of Administration, that handles the sale of State surplus property for all State agencies in the State of North Carolina. Purchase and Services Operating Procedures-see attached Surplus Equipment: In order to have items surplused, the Division's or Section Administrative Staff must have training on the State Surplus Property online system. After training you must complete a USER ID Worksheet and you will be given a login ID and password by DENR Surplus System Administrator. You may obtain a USER ID Worksheet from the System Administrator @ 715-3875 or DENR Web Page, Forms section. After entering all items on the State Surplus System, submit directly to the DENR System Administrator and forward a copy of what was surplused to the Division Coordinator. State Surplus Property, Department of Administration: State Surplus will generate labels for all your items and send them to you to place on the surplus items. After all items are labeled and ready for pick-up, you must call State Surplus @ 854-2242 and they will schedule your pick-up. Have your copy of the list of Surplus items signed by State Surplus when picked up. This is your record that State Surplus has the items. You must send the signed copy to Angela Barrett, Controller’s Office, 1606 Mail Service Center, Raleigh, NC 27699-1606 and the Division Surplus Coordinator. Federal Surplus Property: Divisions surplusing items should insure that the item was not purchased with Federal monies and is not considered Federal Surplus property. Division of Information Technology Services -Procedures for Surplus Computer Property A few years ago the Department of Environment and Natural Resources (DENR) received news coverage about data that reach the general public from surplus computers. Procedures were put in place to avoid this type of publicity in compliance with Secretary Ross' mandate that no more data was to leave the organization on surplus property. DENR ITS Client Services staff has had the responsibility of verifying that each surplus computer was void of data on electronic storage media. In carrying out this responsibility, delays and confusion often occurred. Attached are revised surplus computer procedures that places the responsibility for complying

with the Secretary's mandate on the Division that owns the computer. DENR ITS will maintain a level of accountability without inducing confusion and without being a source of delays. The below documents are the revised surplus computer procedures, a sample form of labels to be placed on each surplus computer from DENR, and a sample form of labels to be placed on each hard drive that has been removed from a computer and degaussed. Divisions have the responsibility to purchase and print the required labels. The sample labels specs are:
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Vendor : Online Labels (www.onlinelabels.com) Label: OL600FG (4" x 2.5" RC - 8 Labels/Sheet) Sheet Color Fl. Green

With this communication, divisional staff will be responsible and accountable for ensuring that surplus computers and electronic storage media are processed according to the attached procedures.
Electronic Storage Media are permanently void of accessible Data by DEGAUSSING. Device rendered unusable as of Date: ____________ Method: _______________________________ By: _______________________________________ Verify Date: __________ Ser/FASNo. __________ By: ______________________________________ Electronic Storage Media are permanently void of accessible Data by DEGAUSSING. Device rendered unusable as of Date: ____________ Verified by: ________________________________ Electronic Storage Media are permanently void of accessible Data. As of Date: __________ Method: _______________________________ By: _______________________________________ Electronic Storage Media are permanently void of accessible Data by DEGAUSSING. Device rendered unusable as of Date: ____________ By: ____________________________________ Verify Date: __________ Ser/FAS No. __________ Verified by: ________________________________

By: _______________________________________

Electronic Storage Media are permanently void of accessible Data. As of Date: __________

Computer Electronic Media Clearing or Destroying Log

Document # __________________ Division: ____________________ Surplus Coordinator ____________________ Property Description Asset Tag Number Serial Number Person Clearing or Destroying Electronic Data Date Performed Person Verifying Electronic Data Cleared or Destroyed Date Verified

“Example attached”

Overview This procedure specifies the states steps to take before computer components capable of storing data on electronic storage media (i.e. computer CPU, server, laptop, PDA, etc.) are released to the State Surplus System. This procedure relates only to computer components that store data on electronic media and the permanent removal of data from electronic media as defined in State of NC - Security Standards-Electronic Media Standard 151-01. Property other than computer peripherals and computer units capable of storing data on electronic storage media will follow existing surplus property procedures. SCOPE This procedure applies to all DENR Divisions, their employees, and outside contractor staff involved with processing surplus computers. RESPONSIBILITY FOR COMPLIANCE To ensure compliance with the State of NC - Security Standards -Electronic Media Standard 151-01, the following steps will be performed for all DENR surplus computer property. Adherence to the following steps in the sequence listed is necessary to assure compliance. The state Security Standards on Cleaning or Destroying Media can be read from the Office of Information Technology Services web site: http://www.scio.state.nc.us/documents/docs_Active/Security Policies/Standards for Clearing or Destroying Media.doc. *****Staff failing to comply with these procedures will be subject to appropriate disciplinary action.  DENR-DIVISIONS Divisional staffs are responsible and accountable to process surplus computer property according to the following steps: 1. DENR Divisions will enter surplus computer property capable of storing data on electronic storage media (i.e. computer CPU, server, laptop, PDA, etc.) on a surplus document in the State Surplus system separate from all other computer property (i.e. monitors, keyboards, printers, etc.). Place the following sentence in the „NOTE‟ field of the surplus document; 'Electronic data are permanently removed; authorized by (YOURNAMEHERE)‟. 2. DENR Divisions shall maintain a log of all surplus computer property from which they degaussed or permanently removed electronic data. Each division must retain a copy of each completed log. A copy of the log must be provided to the DENR ITS Division before the surplus computer property is released to State Surplus System. Each log will contain the following information:  Current date and Division Code  Serial number and asset tag number  Name of Division Surplus Coordinator responsible for processing log  Name of the individual who degaussed, removed or permanently destroyed all electronic data from the surplus computer property.  Name of the individual who verified electronic media degaussed, removed or permanently destroyed all electronic data from the surplus computer property  Date electronic data degaussed, removed or permanently destroyed from the electronic storage media.  State Surplus Document Number. 3. DENR Divisions will submit all State Surplus System documents containing computer property for review to the DENR ITS Solution Center (DENRITS) through the State Surplus web based system.

4. Division IT staff will affix to each surplus computer a DENR ITS label (Green Label) containing the  Fixed Asset Number (FAS) or the Serial Number if the FAS number is not visible,  The date the electronic data permanently removed or destroyed from the electronic media  The method used to remove or destroy the data  The date the verification performed  The name of the person performing the verification. 5. DENR Divisions will release all surplus computer property to the State Surplus System in the usual manner. Computer components capable of storing data on electronic storage media will be released ONLY after verifying that all are appropriately labeled, listed on the State Surplus System document, and recorded on a DENR Surplus Computer log. 6. Removal of electronic storage media (i.e. Hard Drives) from any computer to comply with this procedure should be performed only if the available standard software cannot render the media void of data. These media that are removed must be degaussed or destroyed, labeled (Green Label), and submitted to the State Surplus Computer Warehouse. 7. DENR Divisions will secure and store surplus computer property until a date is established and the property to be turned over to the State Surplus System. 8. DENR Divisions will ensure that all business units process surplus computer property for pickup in compliance to these procedures.  DENR- Information Technology Service 1. Designated Information Technology Service staff will review all DENR surplus computer property entered into the State Surplus System web based application. 2. Designated Information Technology Service staff will release State Surplus System documents with surplus computer peripheral property (computer components other than those capable of storing electronic data) properly entered on a separate document from all other property to the DENR Surplus Administrator without delay. 3. Designated Information Technology Service staff will release State Surplus System documents with computer components capable of storing data on electronic storage media (i.e. Hard Drives) properly listed and submitted after verifying that each item on the State Surplus System document is on the DENR Surplus Computer log received from the division. Sponsor The DENR ITS Management (for Computer related property) and DENR Purchase and Services Management (as DENR Surplus Property Administrator) are approvers of the DENR Surplus Computer procedures. Administrative Support The DENR Solution Center Staff will provide support for matters that relate to Surplus Computer Property. DIVISION ASSISTANCE When you are ready to prepare your surplus list and you have any questions or concerns’ regarding what is needed, etc., please contact the Division’s Surplus Coordinator. If the Surplus Coordinator does not know the answer, the answer will be tracked down through the Department. Each Section shall have a Surplus Administrator to administer the annual FAS inventory within the respective Sections. BASIS This policy and procedure shall help with the submission of surplus to the Department of Administration in a timely manner.

ATTACHMENTS:

Blank Surplus Log Example Surplus Log Computer Electronic Media Clearing or Destroy Log Example Memorandum dated March 19, 2007 from Randy Lee-Confidential and Sensitive Data Notice to all Agencies-Inventory labels Memorandum from State Surplus Property Warehouse-Making deliveries

Surplus Log Form
Division of Environmental Health
Division: __________________________Section_________________________ Surplus Contact: __________________________

Property Description

Asset Tag Number

Serial Number

Location

Notes

Fund/RCC/Program

Prepared by: _______________________________________________________________________ Date:______________________________________________

Surplus Log Form Example
Division of Environmental Health
Division: Environmental Health Section: Public Water Supply Surplus Contact: Sally Doe

Property Description

Asset Tag Number 111111 n/a n/a

Serial Number

Location

Notes

Fund/RCC/Program

Wood computer desk Green Secretarial Chair Large Writing Board

CJ3459999 0000001111 n/a

Rm. 1A000 Rm. 1B000 Rm. 1C000

Fair condition n/a n/a

1601-0000-0000 1601-1111-1111 1601-2222-2222

Prepared by: _______________________________________________________________________ Date:______________________________________________


				
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