RESPONSIBLE CITY AGENCY: Information Management Services Department
KEYWORDS: disposition computer equipment terminated employees
1. General
1.1 The City recognizes that as personal computing devices have become commoditized, the value of retaining those devices assigned to a specific employee is marginal. The cost to redeploy these devices is often greater than the value of the device. Therefore, this policy establishes the conditions under which an employee leaving the employ of the City may purchase non-inventoried personal computing devices assigned to them at a fair market value.
2. Responsibilities
2.1 The Information Management Services Department shall be responsible for the processes and procedures associated with the sale of non-inventoried personal computing devices to persons separating from City employment.
3. Conditions Where Non-inventoried Personal Computing Devices May Be Sold
3.1 For the purposes of this policy, non-inventoried personal computing devices are defined as cell phones, smart phones, personal digital assistants, tablet devices, and notebook computers with an original cost below the fixed asset threshold.
3.2 The City must receive fair market value for any devices sold under this policy. The City shall use a straight-line depreciation method as described by Generally Accepted Accounting Principles (GAAP) and accepted by the US Internal Revenue Service (IRS) to determine the value of the device. The amount for which the device will be sold will be calculated as defined in the associated procedure.
3.3 Persons separating from City employment may request to purchase non-inventoried personal computing devices assigned to them. The request must be made within 4 weeks of their separation date.
3.5 In all cases the Department Director’s approval must be obtained before the device will be sold.
4. Software and Apps
4.1 Those software applications or apps purchased and/or licensed by the City shall be uninstalled prior to the sale of the device.
5. Data
5.1 All data retained on the device that has been used in the conduct of City business shall be backed up and a copy retained on City servers. This includes email, documents, spreadsheets, presentations, images, recordings, and all other types of digital information used in the course of conducting the City’s business.
5.2 Sensitive data must be removed from the device. This includes but is not limited to personal information about employees, human resources information, information about police investigations, fire department patient information, and any other information considered sensitive by the department director.
CURRENT REFERENCES:
EFFECTIVE DATE (Date signed by Mayor) May 14, 2012
CLICK HERE to view the procedure.