Improperly disposing of computers can create substantial risks for the entire university. If a computer is lost or not securely discarded, sensitive information such as research data, HIPAA-protected clinical details, student records, intellectual property, and credentials may be exposed. These breaches have the potential to lead to regulatory fines, reputational harm, and a loss of trust from our community and research sponsors.
Does my device need to go through the workstation disposal process?
What do you need to do?
- Complete the “Reimage, Reuse, Remove Computer from WashU” request in ServiceNow.
- Work with the IT Technician to set up a time for your device’s disposal process.
- IT will wipe your device and update the asset management information. Please ensure you back up any important information beforehand, as the data will be irretrievable afterward.
- If device is being redeployed, IT Technicians will ensure delivery to the appropriate location.
If there is any chance a device encountered protected health information or university sensitive data, we should ALWAYS assume it did. Which means it would need to go through the workstation disposal process.
Things to consider when submitting a request
- Scope: All devices containing university applications or data must be securely wiped before disposal.
- Sensitive Data: If your device has stored protected or sensitive data, such as protected health information (PHI) or research data, it requires extra disposal steps.
- Donation: Are you donating your computer to another user at WashU or to someone externally?
- Leaving the Organization:Is the workstation going with someone who is graduating, retiring, or otherwise leaving the organization?
What to expect?
- Data Wipe: Your workstation will be cleared of all data. Please ensure you back up any important information beforehand, as the data will be irretrievable afterward.
What is the purpose of the Information Security Device Management Policy?
This policy outlines security expectations for all devices that access the information resources of WashU and includes specific details for devices handling WashU Protected Data and Information. Following WashU Policy 103 on Information Security Device Management is crucial for safeguarding our patients, students, faculty, and the university’s mission.
References
- Please review the KB article for guidance on destroying, disposing, donating, or re-purposing WashU computers and devices.
- Equipment Disposal
- Environmental Health and Safety
- Workstation Disposal FAQ
User Support
For assistance, users can contact the IT help desk via email or phone, or access WashU’s self-service portal for guides, best practices, and troubleshooting resources.