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Disposal and Relocation of Electronic Devices

Asset Management

Disposal and Relocation of Electronic Devices

General Information
Computer Hard Drive Cleaning
Hand Held Devices
Copier/Multi-Purpose Machines
Other Devices
UALBANY Computer Cleansing Audit

General Information

In compliance with Memorandum dated June 23, 2005 issued by the Commissioner of the Office of General Services, and New York State Information Security Policy P03-002, the University's Information Technology Services (ITS) has established a policy protocol governing the disposal or relocation of electronic media, including, but not limited to computers, cell phones, removable storage devices, etc. The policy is available via the following link:

In short, in order to prevent any information on these devices (computers, cell phones, PDAs and removable storage devices, etc.) from ending up in the wrong hands the Account Manager/Data Owner must now be responsible for the removal of all data contained on the device and the certification of such removal prior to Asset Management taking possession of the device for disposal or relocation.

Asset Management will not accept any device (computers, cell phones, PDAs, and removable storage devices, etc.) for disposal or relocation without certification that all of the data contained on the device has been removed via an approved cleansing product. The surplus and relocation forms have been revised to meet the certification requirement. Those forms are available at the following site:

Computer Hard Drive Cleaning

Asset Management has teamed with ITS to offer two easy and cost free ways to forensically clean your computer's hard drive. Information on these two methods, along with links to necessary software can be found below.


Secure Erase (HDDerase.exe)

Darik's Boot and Nuke

What it does

An easy-to-use data destroy command, amounting to "electronic data shredding." It completely erases all possible user data areas by overwriting the files that contain data in reallocated disk sectors.

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.

How to use it

To run the utility make a floppy, recordable CD-R, or USB DOS bootable
disk; then copy HDDerase.exe to the bootable media. Reboot the computer
with the floppy, CD-R, or USB inserted, and type "hdderase" at the
system DOS prompt. 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. HDDerase.exe must be run from
an actual DOS environment and not a Window based DOS command prompt

Download the program to a CD-R, floppy disk or USB flash drive. Change the "boot order" of the computer. 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.

Endorsed by

U.S. National Institute for Standards and

Government of Canada

Where to download

For hand held devices, you must follow the manufacturer's instructions.

1. Cell Phones

Please select the following link Instructions are organize by type of phone. Please follow the instructions that apply for your phone.

2. Palm

Please go to the following link to there; please enter 15574 in the Solution ID # field. Select the device that needs to be cleansed and follow the instructions.

If your device is an older device in the Solution ID # field enter 887.

3. BlackBerry Devices

Please go to the following link Select United States of America followed by the Go button. Enter kb-02318 in the search engine on the top right. Open the document. Select BlackBerry Technical Solution Center in the top left. In the search engine under BlackBerry Technical Solution enter kb02318 and select the article “How to delete all data or all data and applications on the BlackBerry smartphone". Select the Wipe Handheld option and follow the instructions.

Copier/Multi-Purpose Machines

In addition to the foregoing machines, copier and multi-purpose machines retain proprietary information, which must be properly taken care of prior to the machines disposition.

Unfortunately, there is no one size fits all method for cleansing the storage devices of these machines. Each manufacturer may or may not have a method available to cleanse the device. It is imperative that you check with the seller/manufacturer to determine if/how your information can be removed from the machine. For new purchases, you may wish to secure the add-on option at the time of purchase.

Other Devices

For flash media, CDs, DVDs and floppy disks physically destroy the device.

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