Preparing Assets for Disposal

This article outlines the procedure for preparing Windows computers, Mac computers, and iPads for disposal including Missing/Stolen asset steps.

Introduction

This article outlines the step-by-step process for preparing various types of devices, including Windows devices, Mac devices, iMacs, and iPads, for dispositioning. By following these guidelines, you can ensure that sensitive information is securely erased, devices are properly documented, and necessary administrative tasks are completed. There are three possible methods for this process. 

Any questions about these processes will need to go through Property Control. 
Email: pcc-propertycontrol@pima.edu

Table of Contents

1. Disposal Process
2. Missing/Stolen Asset Process

Requirements

• Access to your Campus Dispo Sheet
  • Disposal sheets are located in Google Drive under Shared Drives > IT-USS-Help Desk > Auction List Forms > <Campus Initials>
• A Disposal ticket is required for all asset disposals. 
  • Dispose Asset Service Link
  • Note: Only add multiple assets to a disposal ticket if they are the same model and from the same location.

Instructions

Disposal Process

All Devices

Clear all passwords that are not removed by enterprise management or hard drive removal.

1. Ensure the device is free of extraneous dirt, clutter, and liquids.
2. Make sure any sharp edges or broken items are made safe for handling.

Windows Devices with Removable Drives

If a hard drive is going to be used/accessed in the future, it must be decrypted.

1. Decrypt the hard drive if it will be used or accessed in the future.
   1. Log in using an Admin account.
   2. Go to Manage Bitlocker and decrypt.
   3. Remove the drive, then label it and store it.
2. Remove Asset from SCCM
3. Remove BIOS Password
4. Remove from Active Directory
5. Wipe or Remove Hard Drive
6. Verify TDX entry was changed correctly. (API Task)
7. Add Asset to Auction List on Google Drive (Add the device PCC#, description, and serial number to the current disposal sheet.)
8. Delete asset from SNOW (Purchasing Task)
9. Move asset to Dispo staging area

MacBooks and iMacs with Unremovable Hard Drives

1. Remove Apple Device from JAMF
2. Remove from Active Directory
3. Wipe Mac Computer.
4. Power on the device into macOS Recovery mode.
   If the Mac is Intel-Based, power on the device while holding Command + R.
   If the Mac is Apple silicon, power on the device and continue to hold down the power button as your Mac starts up.
   Select Disk Utility, then click Show All Devices under View.
   Erase the hard drive.
5.  Remove Hard Drive, if possible.
6. Delete asset from SNOW (Purchasing Task)
7. Remove Asset from Apple DEP (Apple Admins Task)
8. Verify TDX entry was changed correctly. (API Task)
9. Add Asset to Auction List on Google Drive
10. Move asset to Dispo staging area

iPads

1. Unlock the iPad and go to Settings.
   • For locked iPads follow the iPad Activation Lock Removal KB
2. Select General, then Reset, and Erase all Content and Settings.
3. Remove Apple Device from JAMF
4. Remove from Active Directory
5. Delete asset from SNOW (Purchasing Task)
6. Remove Asset from Apple DEP (Apple Admins Task)
7. Verify TDX entry was changed correctly. (API Task)
8. Add Asset to Auction List on Google Drive
9. Move asset to Dispo staging area

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Missing/Stolen Asset Process

Update the Asset in TeamDynamix

When a device has been identified as either Missing or Stolen it must be updated in TDX as soon as possible.

• Missing Devices
  • Mark the asset status as "Missing"
  • Include any relevant ticket links or details in the asset description.
• Stolen Devices
  • Mark the asset status as "Stolen"
    • If a police report has been filed, add it to the asset in TeamDynamix (e.g., "Pima Police Report 12345").
  • Include any relevant ticket links or details in the asset description.

Property Control Forms

This section outlines the process for sending missing or stolen asset information with a Property Control Form(PCF) to Property Control. 

• For single missing/stolen assets. Email Property Control with the Property Control Form(PCF) for the asset.
  • Include the police report number for any reported stolen assets on the PCF. For further information on a stolen device process. See Stolen Devices
  • If the missing device is a capital asset (purchased for $5000 or more), an individual PCF will be needed for each capital asset signed by both Custodian and Property Equipment Manager.
  • If the missing asset is under $5000, it will only need the Custodian's signature.
     
• If you have multiple assets, all of the missing assets can be entered into an Excel sheet along with a single Property Control Form and then emailed to Property Control.
  • The sheet will need the PCC#, Model, Serial#, Campus, and any notes of the missing assets.
  • The PCF form included with the Excel sheet will reference the Excel sheet. e.g 

• Blank Property Control Form. Download a copy to use.
  • Property Control Form
• Blank missing assets sheet. Download a copy to use.
  • Multiple Asset Excel Sheet

Recovered Missing/Stolen Assets

This section outlines the procedure to follow when an asset is initially missing and later recovered.

Update the Asset in TeamDynamix

When a Missing/Stolen device has been returned it must be updated in TDX as soon as possible.

• Mark the asset status as "Active"
• Update the location.
• Add a note in the asset description stating that the device has been returned.

Notify Property Control

If any asset previously designated as missing or stolen in TDX is recovered, you will need to notify Property Control, letting them know that the asset has been recovered so they can change the Banner status to active. Proceed with the following:

• If the asset is not for disposal and has been recovered, inform Property Control then update the asset in TDX. 
• If the asset is set for disposal, follow the above steps then prepare it for the standard disposal procedure
  • Property Control Email: pcc-propertycontrol@pima.edu
     

For Library Checkout "CARES" devices

If any Library Checkout assets previously designated as missing or stolen in TDX are recovered, you will need to notify your local Librarian, letting them know that the asset has been recovered so they can update it in Sierra. Once you have informed your local library, the asset will need to be set to "Active" in TDX.