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Electronic Media Disposal

Directive Statement

This directive establishes the proper methods of disposing electronic media in compliance with University of Florida Information Technology (UFIT) and UF Health IT requirements.  Media must be either sanitized to the U.S. NIST SP-800-88 standards or destroyed to make the data unreadable in compliance with UFIT regulations.  UF Surplus provides the electronic media secure disposal service for the University of Florida and Shands.

Reason for Directive

UF requires the destruction of data on electronic equipment being disposed, transferred, or reused.  This includes all forms of electronic media such as hard drives, solid-state and flash drives, tapes, and all devices with built-in storage.  Media that is to be reused must be sanitized in a manner that makes access to previously stored data impossible. Information on specific requirements and techniques can be found in the Control of Electronic Media Policy and the Media Sanitization Standard.

Who must comply?

All UF departments.

Procedures

  1. Drop off media at either of the following locations:
    UF Surplus

    976 Elmore Drive
    Building 811
    Gainesville, FL. 32611

    Hours: M-F: 8:30 to 3:30

    Phone: (352) 392-0370

    Email: property.admin@ufl.edu

    HUB – UF Help Desk

    1765 Stadium Road
    Gainesville, FL 32611

    Hours: Mon-Thurs: 7:30 am – 10 pm
    Friday: 7:30 am – 5 pm
    Weekends: 12 pm – 6 pm

    Phone: (352) 392-HELP (4357)

    Email: helpdesk@ufl.edu

  2. The Electronic Media Secure Disposal Service can dispose of:
    • CDs
    • DVDs
    • Computer Backup Tapes
    • Solid State and Hard Disc Drives
    • Memory Sticks / USB Flash Drives
    • Cell Phones / PDAs
    • A/V Tapes
    • Floppy Disks
    • Camera Memory Cards

    Please note, hard disks should not be degaussed or damaged before placing them at the drop-off site

  3. Enter your information into the kiosk computer at the drop-off site
  4. Specify quantity for each of CDs/DVDs, floppy/zip disks, computer tapes, audio/video tapes, and other Media
  5. Scan serial number and model number barcodes of each hard drive (maximum of 20 hard drives per form)
  6. Deposit the media and hard drives into the appropriately labeled secure bins

Last Revised

6/20/2019: reviewed content

Resources

Control of Electronic Media Policy

Media Sanitization Standard

UFIT Media Disposal FAQs

UF Health Science Center – Device and Media Control Standard

Contacts

UF Surplus: (352) 392-0370

UF Computing Help Desk: (352) 392-HELP