Disposal of Technology Inventory

RLAS 116 STANDARD OPERATING PROCEDURES

Round Lake Area School District 116

IT DEPARTMENT

Procedure:

Disposal of Technology Inventory

Effective Date:

6/27/22

Revised Date:

7/9/25

Type of Process:

☒ Internal Procedure

☐District Procedure

Authority

Manager, Computing Devices, Network Systems & Cybersecurity

Purpose

To properly retire (sell or recycle) technology inventory

Description

The procedure to properly sell and dispose of technology inventory

Steps

Technology Inventory Intake

Who’s Responsible

1

Technology equipment is identified for retirement (sell/recycle) based on criteria defined by the Computing Devices Specialist. These steps are followed for both the technology equipment that is being sold or recycled.

*If a large item for recycling, check with the Technology Solutions Leader for approval

Building Technician Project Lead

2

Single items:

Check in the device to RLAS District Office in Destiny Follett

Batch items:

Create a CSV file of all asset tags (barcodes) that need to move
Select RLAS District Office in Destiny Follett
Transfer the list of barcodes to the District Office

Building Technician Project Lead

3

Pull or wipe the Hard Disk Drive (HDD) of all items that contain memory

Mac, iPad, and Chromebook have to be wiped
Pull the hard drive from PC devices
- Removed and wiped hard drives go to Cybersecurity Specialist.

Building Technician Project Lead

4

Log the device into the Recycling or the Broken/EOL spreadsheet for the current fiscal year

Building Technician Project Lead

5

Update the item(s) is checked in the items in Follett (no longer assigned to an individual )

Building Technician Project Lead

6

Update items ready for disposal
- Create a CSV file of all asset tags (barcodes) that need to be updated
- Change Status to “ready for disposal”
- Change Condition to “unusable”
Once a month
- Add the next month to the recycling spreadsheet, and protect the last month's data.

How to batch update

Building Technician Project Lead

7

Relocate the device(s) to the recycling or sell location in the Annex, as defined by the Recycling Owner

Building Technician Project Lead

Steps

Technology Inventory Recycle ($0 Value)

Who’s Responsible

1

Create a Board Memo

Once a month, create the board memo
Make a copy of the linked board memo
- Use the following naming convention for the memo: “Board Memo Month/Year”
- All sections remain the same except for “Obsolete Equipment”
- Update the table with the items on the recycling spreadsheet
- On the table list, combine any single items that can fit together and update the quantity

Recycling Owner

2

Submit memo to Manager for Board approval the week prior to the Board meeting

All Board documentation is due the Tuesday before the Regular Board meeting (see Board Meetings)

Recycling Owner

3

The manager uploads the memo content to BoardDocs for approval by the Chief Technology Officer (instructions for uploading memo)

Authority Holder

4

Contact the vendor for pickup, see below for current recycling vendors (this can be done before Board communication)

Recycling Owner

5

Once a date is established, notify the department of the pickup date

Recycling Owner

6

The day recycling has been picked up

Batch update items in Destiny Follett
- Change Status to “Approved for disposal”
- Change Add historical note “date the items were picked up and who picked them up”
- Change Salvage Value “$0”

Recycling Owner

Steps

Technology Inventory Sale

Who’s Responsible

1

Identify items that are grant-funded (rules for the sale of items may differ depending on the grant language)

Recycling Owner

2

A selling spreadsheet will be created with assets to be sold

including the item's serial numbers, make, model, issues, and asset tag
It should be noted if peripherals (i.e., power cords) are not included in the sale
Add quantity for each item together

Recycling Owner

3

Contact vendors, see below for current purchasing vendors

Provide a list of items (from step 3)
A minimum of 3 quotes must be provided for the next steps

Recycling Owner

4

Create a Board Memo

Quarterly, create the board memo
Make a copy of the linked board memo
- Use the following naming convention for the memo: “Board Memo Month/Year”
- All sections remain the same except for “Equipment to be sold”
- Update the table with the items from the selling spreadsheet
- Provide all the quotes

Recycling Owner

5

Submit memo and quotes to Manager for Board approval (see Board Meetings)

Recycling Owner

6

The manager uploads the memo content to BoardDocs for approval by the Chief Technology Officer (instructions for uploading memo)

Authority Holder

7

After Board approval, we will contact the vendor that was board-approved to schedule pickup and payment.

Recycling Owner

8

Once a date is established, notify the department of the pickup date

Recycling Owner

9

The day-selling items have been picked up

Batch update items in Destiny Follett
- Change Status to “Approved for disposal”
- Change Add historical note “date the items were picked up and who picked them up”
- Change Salvage Value “amount the items were sold for”

Recycling Owner

CURRENT Recycling Vendor:

Company

Contact

Email

Phone

Midwest Computer Recycling

MaryBeth

midwestcomputerrecycling@gmail.com

(630) 330-9000

BW Liquidations

Gabe Ramirez

gramirez@bwliquidations.com

815-363-0571

Digital Red

Jeanne Vella

jeanne@godigitalred.com

CURRENT Purchasing Vendor:

Company

Contact

Email

Phone

SecondLife Mac

Jenna Gustafson (Main point person)

Jenna@secondlifemac.com

773-981-5580

SecondLife Mac

Collen Cline

colleen@secondlifemac.com

317-506-8565

Midwest Computer Recycling

Michelle Burrell

midwestcomputerrecycling@gmail.com

847-582-1730

Motor City Computer

Craig Blank

e: craig@motorcitycomputer.com

w: www.motorcitycomputer.com

810-434-8585

A-Team Recyclers LLC

Jerahmy Harkins

jerahmy@ateamrecyclers.com

815-600-1686

BW Liquidations

Gabe Ramirez

gramirez@bwliquidations.com

815-363-0571

CompuCycle

Kevin Timmreck

Ktimmreck@compuCycle.com

713-304-6853

Total Technology

Justin Alibrandi

www.totaltechnology.com

619-391-9154

Chicago Surplus Computers

Adrian Hurtado

Info@chicagosurpluscomputers.com

adrianh@chicagosurpluscomputers.com

773-545-7357

Arcoa Group

Josh Norvell

https://www.midwestcopier.com/sell-to-us/

jnorvell@mwcopier.com

Office: 847 599 9001

Direct: 847-599-9009

Devine Owens Electronics Recycling LLC

Sherman McLawhorn

e-recycle@devineowens.com

Web: devineowens.com

708-753-3205