Current through Register Vol. 49, No. 9, September, 2024
1100.0.0 DISPOSAL OF SURPLUS COMPUTER
EQUIPMENT
This policy applies to all Department of Human Services (DHS)
divisions and employees. It establishes procedures for disposing of surplus
computer equipment to achieve the maximum possible benefit from use of state
agency owned computers, electronics, and peripherals and the maximum benefit
from the sale of surplus state agency assets.
1100.1.0
Definitions
1100.1.1
Computer -
A programmable electronic machine that performs high-speed mathematical or
logical operations or that assembles, stores, correlates, or otherwise
processes information.
1100.1.2
Computer peripheral - Any device attached to a
computer, by cable or remote connection that enhances the functionality of the
computer to which the peripheral is attached. Examples are the monitor,
keyboard, mouse, and printer.
1100.1.3
Computer
component - Any device contained within the computer's box that is
essential to its operation. Examples are the processor, motherboard, power
pack, and hard drive.
1100.1.4
Surplus computer equipment - Computers, computer
peripherals, and computer components no longer in use in an agency, but which
have residual market value.
1100.1.5
Obsolete computer
equipment - A computer, or computer peripheral that is no longer
under warranty and is no longer fit for use because it uses components no
longer adequate to achieve the equipment's intended state government purposes,
or because the cost of repair or replacement would be greater than the
equipment's residual market value.
1100.2.0
Responsibilities
1100.2.1
Unit
Manager: Unit Managers or Division designee shall make the initial
determination that the computer/peripheral meets conditions of being obsolete
as defined above.
1100.2.2
Property Identification: Unit Manager or Division
designee will furnish by email (email address: DHS OST Equipment) the following
information for each item of obsolete computer/peripheral equipment: brand,
model, serial number, inventory tag number (if any), purchase date and price
(if available) and service warranty expiration date (if available).
1100.2.3
Redeployment: Upon receipt of property identification,
the Office of Systems & Technology (OST) will arrange for determination of
fitness of obsolete computer equipment for other useful purposes within DHS.
This determination will be based upon OST's estimate of the equipment's
remaining useful life and OST's knowledge of existing needs within DHS where
the equipment can be redeployed with minimal support cost. Upon redeployment of
the equipment, the originating Division will arrange for delivery to the
redeployment site. For equipment not redeployed, the originating Division will
arrange for delivery to the DHS Warehouse.
1100.2.4
Preparation for Sale or
Disposal: For equipment not redeployed, the DHS Chief Information
Officer's (CIO) designee will arrange for clearing all data and software in
compliance, at a minimum, with prevailing standards issued by the State
Executive CIO.
DHS CIO's designee will document compliance by affixing a
release tag or documentation to the equipment. Before transfer of possession,
DHS Warehouse must ensure equipment delivered to Marketing & Redistribution
(M&R) bears the appropriate OST release documentation.
1100.2.5
Equipment Not
Redeployed: Equipment not redeployed may be donated to Arkansas
Public Schools or local governments, though schools and local governments are
not required to accept the donation. Equipment not redeployed or not donated
may be sent to the M&R Section, DFA.
1100.2.6
Back Stock:
OST may keep a back stock of computer hardware and electronics for the purpose
of parts harvesting for the repair, maintenance, and upgrade of computers in
use. Back stock shall not exceed 10% of the number of state employee computers
in the agency.
1100.3.0
Initiating Department
Office of Systems & Technology PO Box 1437, Slot No. N101
Little Rock, AR 72203 Telephone: 682-0032
Office of Finance and Administration Human Resources/Support
Services Section Policy and Administrative Program Management P.O. Box
1437/Slot Number W403 Little Rock, AR 72203-1437 Telephone:
682-5835
