Relocate or Surplus Assets

Relocate an Asset

Whenever an asset is relocated to another location, institution or sponsor, you must notify Asset Management.

Once you have reviewed the protocols for electronic devices and hazardous materials, please follow the instructions below to relocate an asset.
 

Relocate an asset elsewhere on campus

Use the Asset Relocation Authorization Form to relocate a New York State or Research Foundation asset to another location on a UAlbany campus.

Print and complete the form, and then send it via email ([email protected]). 

Note: If you are relocating multiple assets, you must submit one form per asset.

Relocate an asset off campus

If you plan to use a New York State or Research Foundation asset off-campus or at a facility that is not part of your normal work area, you must obtain authorization from your unit's Account Manager by completing the Off-Campus Use Authorization Form

Note: If you are relocating multiple assets, you must submit one form per asset.

Print and complete the form, and then send it via email ([email protected]). We will keep the form on file.

You must also notify our office when the assets have been returned to campus.

Transfer a Research Foundation asset

Use the Research Foundation Property Status Change Request Form to relocate a Research Foundation asset to another institution or to a sponsor, or to transfer the title to SUNY. Print and complete the form, and then send it via email ([email protected]).

If the sponsor owns the asset, you'll also need approval from the sponsor before the asset can be transferred.

New York State assets may only be transferred to other New York State agencies. Only under critical, unusual circumstances (such as retrenchment or a center/department closing) may a project director request permission to transfer asset(s) acquired through Research Foundation funds to New York State. In those instances, a project director must receive advanced approval for the transfer.
 

Accepting Assets from Another Institution

With the proper approvals, project directors may accept assets transferred from another institution to UAlbany, the Research Foundation or the University at Albany Foundation.

The transferring institution must send a list of the assets being transferred to Asset Management via email ([email protected]). That list must include a description of the assets, purchase prices, date of purchases, serial numbers, condition of the assets and any other pertinent information deemed necessary in identifying the assets.

  • Assets being transferred to the University at Albany should be sent to Procurement Services, Management Services Center 100, 1400 Washington Avenue, Albany, NY 12222.

  • Assets being transferred to the Research Foundation should be sent to Award Management Services, Management Services Center 312, 1400 Washington Avenue, Albany, NY 12222.

  • Assets being transferred to the University at Albany Foundation should be sent to the University at Albany Foundation, Business Office, University Administration Building, Room 226, 1400 Washington Avenue, Albany, NY 12222.

Once the transferred assets are received, Asset Management will tag the assets.

Please contact our team at [email protected] or 518-437-4596 with any questions.

Surplus an Asset

When a department has surplus, scrap, obsolete or reusable assets, those assets must be surplussed through Asset Management.

Once you have reviewed the protocols for electronic devices and hazardous materials, please follow the instructions below to surplus an asset.
 

Surplus a New York State asset

Notify our office of surplus assets by printing the State Property Status Change Request Form and sending your completed form via email ([email protected]).

Assets in good condition are taken to a surplus holding area and either redistributed elsewhere on campus or made available to other SUNY institutions, New York State agencies and local governments.

Assets in scrap condition are disposed of once our team receives approval from the New York State Office of General Services. 

Surplus a Research Foundation asset

Research Foundation assets that are not needed for the project and are eligible for sharing, transferring or disposal should be approved and reported by the project director and department chair. Sponsor-owned assets must also have the sponsor's approval before they can be surplussed.

Notify our office of surplus assets by printing the Research Foundation Property Status Change Request Form and sending your completed form via email ([email protected]).

Assets in good condition are taken to a surplus holding area. Assets in scrap condition are disposed of.

Process a Trade-in

All trade-ins must be processed by Procurement Services, with approval from Asset Management. Whenever possible, older assets should be traded in for similar, newly purchased equipment.

New York State assets cannot be traded in on a Research Foundation purchase. 

Research Foundation assets can only be traded in for New York State assets if the Research Foundation asset is not owned by the sponsor and the project director and department chair approve the request.

University at Albany Foundation assets can only be traded in for New York State assets, or Research Foundation assets that are not owned by the sponsor, with permission from the University at Albany Foundation Director.

Protocol for Electronic Devices

UAlbany's Information Technology Services (ITS) has established a Media Disposal, Destruction and Redeployment Protocol that governs the disposal or relocation of electronic media — including, but not limited to, computers, cell phones and removable storage devices. This protocol is intended to prevent information stored on these devices from getting into the wrong hands.

The Account Manager or Data Owner is responsible for the removal of all data contained on the device and must obtain a certification of this removal before Asset Management will take possession of the device for disposal or relocation. Our office will not accept any device for disposal or relocation without certification that all data contained on the device has been removed via an appropriate cleansing product. 

The New York State Comptroller's Office periodically audits the University to ensure we are properly disposing of electronic devices. Review the 2013 audit.

Please follow these instructions to remove all data from your devices:
 

electronic-devices
Computer Hard Drives

Asset Management and Information Technology Services (ITS) recommend using one of these two easy, free ways to forensically clean your computer's hard drive.
 

Secure Erase using "HDDerase.exe"

Secure Erase using "HDDerase.exe" is an easy-to-use data destroy command. It's essentially data shredding for electronic files, completely erasing all possible user data areas by overwriting the files that contain data in reallocated disk sectors. It is endorsed by the U.S. National Institute for Standards and Technology.

To run the utility:

  1. Make a floppy, recordable CD-R or USB DOS bootable disk.

  2. Copy HDDerase.exe to the bootable media.

  3. Reboot the computer with the floppy, CD-R or USB inserted.

  4. Type "hdderase" at the system DOS prompt.

  5. Make sure to set the correct priority boot order in the system BIOS, such as first boot floppy, CD-R, or USB — depending on which media is used to run HDDerase.exe.

Note: HDDerase.exe must be run from an actual DOS environment, not a Window-based DOS command prompt environment.
 

Darik's Boot and Nuke

Darik's Boot and Nuke is a self-contained boot disk that securely wipes the hard disks of computers. It will automatically and completely delete the contents of any hard disk that it can detect, which makes it an appropriate utility for bulk or emergency data destruction. It is endorsed by the Government of Canada.

To run the utility:

  1. Download Darik's Boot and Nuke to a CD-R, floppy disk or USB flash drive.

  2. Change the "boot order" of the computer.

  3. Run the BIOS setup program and put the floppy drive and ROM drive first in the boot order. Do this by pushing <ESC> <DEL> <F1> or <F2> when you power-on the computer. The correct button varies between computers. Watch for a prompt when you power-on the computer.

Cell Phones & Other Handheld Devices

For cell phones and other handheld devices, you must follow the manufacturer's instructions to cleanse the device. Use these general cell phone instructions for assistance.

Copier & Multi-Purpose Machines

Copiers and multi-purpose machines retain proprietary information. You must follow the manufacturer's instructions to cleanse the device.

Some manufacturers may offer the option of removing data from the machine. We recommend your department secures add-on options at the time of purchase for new machines.

CDs, DVDs, USB drives, etc.

These should be physically destroyed.

Protocol for Hazardous Materials

Hazardous materials include, but are not limited to, biologicals, chemicals, oil, fuel, batteries, lamps, antifreeze, asbestos, lead, PCBs, mercury, radioactive materials and gases.

Asset Management and the Office of Environmental Health and Safety have created the following protocol to protect the UAlbany community and environment from exposure to or contamination from hazardous materials found in assets to be relocated, surplussed or disposed.
 

hazardous-materials
Step 1: Determine if hazardous materials are present

Before an asset can be relocated or surplussed, the department must determine if the asset contains any hazardous materials, hazardous waste and/or universal waste. If so, it must be removed before the asset can be relocated or surplussed.

Evaluate the asset visually and review any manufacturer's operator guides, specs, etc. Use our Checklist for Hazardous Materials to assist in your determination.

Step 2: Contact the Office of Environmental Health and Safety

If the asset is suspected to be contaminated with or to contain any hazardous materials, hazardous waste and/or universal waste, you must contact the Office of Environmental Health and Safety at 518-442-3495 before the asset can be relocated or surplussed.

The Office of Environmental Health and Safety will help you identify and, if necessary, remove hazardous materials. They will also pay for the disposal of any hazardous materials, hazardous waste and/or universal waste removed from the asset.

Step 3: Obtain clearance from the Office of Environmental Health and Safety

Once the asset has been evaluated by Office of Environmental Health and Safety, and any hazardous materials have been removed, the Office of Environmental Health and Safety will clear the asset for surplus or relocation. An employee from that office will attach a green clearance tag to the asset, with their signature and the date.

You may then submit the appropriate relocation or surplus forms to Asset Management. Please contact our team at [email protected] or 518-437-4596 with any questions.