*Note: This information was obtained during the summer of 2013 from various VUMC websites and is intended to help educate on processes around disposal of equipment. Please check for up-to-date requirements before attempting to dispose of equipment.
*NOTICE: VUIT will shred your department's hard drive at no cost to you and provide you with a Certificate of Destruction. Please drop off at VUH B227.
This page will provide you with some basic instructions on how to surplus, store, give away or recycle any equipment. However, there is a specific 3-step process for how this is done. The information below was obtained from various VUMC departments and websites. Please contact the Equipment Manager to help with this process. There is a link to a flow chart (below) to help guide you.
*NOTE: IF YOU ARE DISCARDING ANY EQUIPMENT WHICH HAS BEEN USED FOR BIOHAZARD WORK (FREEZERS, CENTRIFUGES, ETC.), THEN YOU ARE REQUIRED TO DECONTAMINATE THE INSTRUMENT AND POST THE LETTER CONFIRMING THIS BEFORE VU STORAGE & SERVICES WILL PICK IT UP. INSTRUCTIONS FOR DECONTAMINATING THE EQUIPMENT ARE IN THE LETTER "BIO-LAB-EQUIPMENT-RELEASE-FORM" BELOW.
Vanderbilt's Storage & Services facility will come and pick up any computer (and some small electronic items) you want to discard FOR FREE. There is a small fee for pick up and recycling of larger items such as fridges and freezers. The current rate is $24 per man hour which starts when they leave Ft. Negley for VUMC and ends when they return and unload all the equipment. It is best to "save up" for multiple items to be removed as we pay for a lot of driving time.
Why is following this procedure important?
1. Throwing heavy metals into the garbage will contaminate landfills with heavy metals. These can leach into the water table and potentially cause serious harm to individuals. Furthermore, recycling these items appropriately allows for their continued use in a new form instead of taking up space in a landfill.
2. Discarding or giving away Capital Equipment without a Property Transmittal does not remove that instrument from the annual CDB Capital Equipment Inventory & Survey. Capital Equipment is any item that cost over $5,000 (2012 or later) or $3,000 (2011 or earlier). This equipment usually has a 6- or 7-digit Asset Tag. However, things such as software or microscope lenses aren't able to have a "physical" tag placed on them but they are expected to be tracked in our inventory.
Each year, we are audited by the Department of Finance who can also be audited by the federal government since a significant amount of equipment is purchased on federally funded grants. During the survey, we are required to locate all capital equipment listed in our inventory and report its location and condition. Failing to file a Property Transmittal can make the item appear to be "Lost" or "Stolen". Reporting an item as "Lost" should be a rare occasion and a last resort option as it opens us up to scrutiny and it looks bad on our department. Reporting an item as "Lost" should not be an acceptable option because we don't follow the appropriate procedures.
3. Failing to remove memory/data storage capability can make Vanderbilt susceptible to law suits and you susceptible to harm if you leave personal information on these devices.
The 3-Step Process
Step 1: Complete a Vanderbilt University Property Transmittal Form, if required.
If the equipment has a Vanderbilt Asset Property tag (or you know that it is a piece of Capital Equipment in your lab's inventory), complete a Vanderbilt University Property Transmittal Form (provided below) and submit it according to the directions on the form. CDB Administration must receive a copy of this. Please complete as much information as is possible on the form. If the equipment does not have a Vanderbilt Property tag (or you know that it has never been Capital Equipment), proceed to Step 2.
Step 2: Erase, Destroy, or remove memory/data storage capability, if present.
If your item has any data storage (i.e., computers), then you must ensure that all sensitive information and Vanderbilt licensed software has been removed from the hard drive. The equipment will not be picked up without a completed and signed the Tracking Document for a Cleaned Electronic Storage Device Recycling form (provided below). You must abide by the Vanderbilt Policy on Disposal of Information on Electronic Devices and Media or VUMC Policy OP 10-40.22, Disposal of Confidential and Restricted Information.
You or your local computer support provider can erase the hard drive and complete this form. The completed form must be attached to the equipment. If the equipment does not have memory storage capability, proceed to Step 3.
Step 3: Generate a Plant Services Work Order. Attach a completed VUMC Storage and Services Work Order form, if necessary.
If you have large items that you want picked up and discarded, then a standard electronic work order is all that is needed. You simply list the items and their locations in the notes section and say you want these things trashed.
If you have items for storage, then generate an electronic work order through Plant Services and attach a completed VUMC Storage and Services Work Order form.
If you have ONLY COMPUTER ITEMS for recycling, then you can simply fax a completed Work Order Form (provided below) to VUMC Storage and Services Department at 936-4625 without generating a work order through Plant Services.
You can request a specific pick-up day and time window (AM or PM); just indicate your preference on the Work Order Form. If you would like a phone call prior to pick-up, put your telephone number or pager number on the Work Order Form.
Furthermore, you can take electronics to the VUMC Storage location on Fort Negley Boulevard between 7AM – 4PM, Monday through Friday. Call 936-4626 to make drop-off arrangements. A Tracking Document for a Cleaned Electronic Storage Device Form must accompany each storage device, or the drop-off will not be accepted.
The Vanderbilt Electronics Recycling Program is a mechanism for recycling computer equipment such as monitors, CPUs, keyboards, printers, fax machines, and other types of peripherals. The Electronics Recycling Program also recycles electronics equipment such as TVs, DVD players, VCRs, etc.
All electronics are accepted regardless of condition or brand. There is no fee for the pick-up or recycling of smaller electronics. If the equipment is in good working condition, it will be redistributed, sold, or donated, if possible. If the equipment is unusable, it is sorted and shipped to an electronics recycling facility that disassembles and shreds the components, segregates the parts, and recycles the materials. There is a fee for pick up and recycling of larger items such as freezers.
Questions? Contact the Vanderbilt University Medical Center Storage and Services Department at 936-4626 or e-mail email@example.com with any questions or if you encounter any problems with the Electronics Recycling Program. For more detailed information on electronics and computer recycling, visit the SustainVU web site.