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 Form.

Non-Asset Surplus Collection Guidelines

There is no charge for non-asset surplus collections performed by Distribution Services. However, if items designated for surplus are determined to be trash or non-surplus material, a minimum labor charge of $200 will be assessed.

Each surplus collection work order is limited to a maximum of two (2) hours of labor and/or one truckload of material. Requests exceeding either of these limits must be submitted as separate surplus collection work orders and will be scheduled for a different date and time. This policy helps ensure equitable service to all departments across campus.

Evaluation of Non-Asset Surplus Items

Most non-asset surplus items consist of furniture. Determining which items can be retained for future university use involves several considerations:

• Storage Capacity
• Distribution Services has limited storage space for non-asset surplus items. As a result, only furniture in the best condition and with the greatest potential for reuse by other university departments will be retained for surplus inventory.
• Damaged Furniture
• Distribution Services is not equipped to repair furniture. Items that are broken or otherwise non-functional are not considered surplus property and will not be retained.
• Condition and Appearance
• Furniture that is excessively dirty, torn, heavily worn, faded, obsolete, or otherwise unsuitable for reuse is considered non-functional and does not qualify as surplus property. Distribution Services is unable to clean, refurbish, or update such items.
• Large Surplus Requests
• If Distribution Services determines that a surplus collection request exceeds its operational capacity, a third-party moving company may be engaged to provide a removal quote. Any associated costs will be communicated to the requesting department for review and approval.

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.

'UTA AVAILABLE SURPLUS PROPERTY' SITE

Distribution Services has created a SharePoint site to view photos of Surplus Property items that are currently available for department reuse.

Please use the link below to view Surplus Property items.

UTA Available Surplus Property

Departments may also view Surplus Property in person on Tuesdays and Thursdays from 8:00 am to noon in Distribution Services, 1225 W. Mitchell, Suite 118. Please contact us at distribution_services@uta.edu or 817-272-2191 with any questions.

Document Shredding Procedure

Departments requesting document shredding services are responsible for preparing all materials prior to collection. Distribution Services does not provide boxing, palletizing, or loading services into shredding containers.

Preparation Requirements

• Documents must be placed in either approved shredding bins or approved boxes.
• Approved box sizes are standard office paper boxes, approximately 18" L × 12" W × 12" H.
• Approved shredding bins are stored at the Distribution Services dock and may be delivered to departments upon request, subject to availability.
• If shredding bins are unavailable, departments are responsible for providing approved boxes suitable for secure transport and destruction.

Disposition Logs

• Departments are responsible for completing and signing all required Records Disposition Logs at the time of collection to ensure proper transfer of custody.
• If boxes are used, one disposition log must be completed for each box.
• If approved, shredding bins are used, one disposition log for the entire shredding request is sufficient.

Submitting a Shredding Request

Once all preparation requirements have been completed, departments may submit a shredding request using the Work Request Form.

Upon receipt of the request, Distribution Services will schedule the collection for the next available business day.

Collection Schedule

Distribution Services collects shredding materials on campus during the following times:

• Monday through Friday
• 8:00 a.m. - 11:00 a.m.
• 2:00 p.m. - 4:30 p.m.

Collected materials are stored at the Distribution Services dock until they are picked up by the contracted shredding vendor for secure off-site destruction. Vendor collections occur once per month, and charges will be applied during the following billing cycle.

Service Charges

• $10.00 per box
• $70.00 per shredding bin