Surplus Property and Document & Hard Drive Destruction

Requests to transfer assets to Surplus Property are submitted in UT Share by a department’s Inventory Contact. Inventory Contacts indicate in the comments whether the assets will be dropped at the Distribution Services dock or if a pick-up is required and include the cost center to be used for the hard drive destruction fee if surplussing computing devices.

When surplus assets are picked up or received in Distribution Services, Distribution Services staff verify the asset tags and provide a signed Asset Transfer Receipt to the department. Distribution Services scans all surplus assets into the Scanned Surplus Report, and Inventory Services finalizes the transfer in UT Share.

Media destruction:

Media destruction of IT assets involves hard drive sanitization and hard drive destruction. Departments are required to erase hard drives before transferring computing devices to Surplus Property. Hard drive sanitization is normally completed by a Distributed IT staff member housed in the department or by requesting OIT assistance via a ServiceNow Self-Service ticket. Once the hard drives are sanitized and the computing device is transferred to Surplus Property, Distribution Services staff remove the hard drives for shredding. A third-party shredding company shreds the drives onsite at UTA.

To request a Non-Asset Surplus pickup, submit a Distribution Services Work Request.

There is no charge for Non-Asset Surplus pick-ups by Distribution Services. However, if Distribution Services deems the surplus to be trash, a minimum labor charge of $100 will be applied.

Most non-asset surplus is furniture. Determining what can be retained to be used by the university can be challenging for several reasons:

Space: Distribution Services has limited space to hold non-asset surplus items. Distribution Services selects the best quality items that have the best chance to be utilized by other departments on campus to store for department surplus viewing.

Broken Furniture: Distribution Services cannot fix and or repair broken furniture. Broken furniture is considered a non-functional item and not Surplus Property.

Dirty, Torn, Faded, or Outdated Furniture: Distribution Services cannot clean or update older or dirty furniture. This type of furniture is considered a non-functional item, not a surplus property.

Large Surplus work orders: If Distribution Services determines that a requested surplus pick-up is too large to handle internally, we can contact a third-party moving company to provide a quote for the pick-up to the corresponding department.

Surplus Property is property that exceeds the University’s needs and is not required for the University’s foreseeable needs. The term includes used or new property that retains some usefulness for its intended purpose or for another purpose.

Salvage Property is property that, because of its worn, damaged, deteriorated, incomplete condition, or specialized nature, has no reasonable prospect of sale or use as serviceable property without major repairs.

Surplus Viewing: The surplus items that we hope can be returned to campus will be kept in our building in the Wetsel compound. Hours for viewing are Tuesday and Thursday from 8:00 am – 12:00 pm. No appointment is necessary.