Equipment Management Procedures

Introduction

Much of the IT equipment used is valued high enough to count as "Inventorial Equipment" at UCSB. This "Inventorial Equipment" is tracked at both the department level and the UCSB level.

Disposing of Equipment

As equipment becomes obsolete and is no longer an asset, it should be disposed of. Equipment with UCSB Property Tags require processing to dispose of properly through the department and UCSB equipment management. The department tracks property numbers in GUS, while UCSB equipment management tracks them in their own database. Over time, as "equipment" valuation thresholds have changed, some older items may no longer be qualified as "equipment" and will be automatically removed from the UCSB equipment management database. Once an item has been cleared (or confirmed as cleared) from both locations, it can be taken to Central Stores, or Central Stores can be contacted to pick the equipment up.

Hard Drives or static memory should be removed from any equipment being sent to Central Stores.

• Find out from IT staff which items are to be gotten rid of.
• On each item, apply a strip of masking tape or post it tape to make notes on. Items to note on the tape:
  • Date Submitted:
  • Date HD removed:
  • Date cleared from inventory:
• For each of these items, write down the UCSB Property tag number, and a brief description of the item (ie: 948001592 - Silicon Graphics Indigo2)
• Compile a list of all of the items and their corresponding numbers.
• Compose an email to purchasing stating the need to dispose of the items, and attach the list.
  • You should get a response within a couple days.
  • Followup with purchasing if you do not hear back from them in a timely fashion.

• The response from purchasing should include the status for each of the items and typically falls into one of the following categories:
  • equipment is already cleared from inventory - In this case, mark the items as "off inventory" on its tape label.
  • equipment is being submitted to equipment management via an ESPD form.

• Once an item is "off inventory", the UCSB Property tag can be removed at will.
• Contact Central Stores for pickup of the item (they charge an hourly rate), or arrange to take it to Central Stores Tue or Thu afternoon (2-4pm).

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Mark Gorecki
modified by Joe Mount 2005-10-20
Updated by Aaron Martin 2011-08-19