CHAPTER 14
SALE OF NONINVENTORIED PERSONAL
COMPUTING DEVICES TO EMPLOYEES

ARTICLE A. SALE OF NONINVENTORIED PERSONAL COMPUTING DEVICES TO EMPLOYEES POLICY

SECTION:

52-14A-1: Purpose

52-14A-2: Scope

52-14A-3: Responsibilities

52-14A-4: Conditions Where Noninventoried Personal Computing Devices May Be Sold

52-14A-5: Software And Applications

52-14A-6: Data

52-14A-1: PURPOSE:

This article outlines conditions under which personal computing devices may be sold to employees separating from City employment. (2019 Compilation)

52-14A-2: SCOPE:

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 article establishes the conditions under which an employee leaving the employ of the City may purchase noninventoried personal computing devices assigned to them at a fair market value. (2019 Compilation)

52-14A-3: RESPONSIBILITIES:

The Information Management Services Department shall be responsible for the processes and procedures associated with the sale of noninventoried personal computing devices to persons separating from City employment. (2019 Compilation)

52-14A-4: CONDITIONS WHERE NONINVENTORIED PERSONAL COMPUTING DEVICES MAY BE SOLD:

   A.   Devices Defined: For the purposes of this article, noninventoried 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.

   B.   Value: The City must receive fair market value for any devices sold under this article. The City shall use a straight line depreciation method as described by Generally Accepted Accounting Principles (GAAP) and accepted by the U.S. 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.

   C.   Time Limit To Request: Persons separating from City employment may request to purchase noninventoried personal computing devices assigned to them. The request must be made within four (4) weeks of their separation date.

   D.   Approval Of Department Director: In all cases, the Department Director's approval must be obtained before the device will be sold. (2019 Compilation)

52-14A-5: SOFTWARE AND APPLICATIONS:

Those software applications or apps purchased and/or licensed by the City shall be uninstalled prior to the sale of the device. (2019 Compilation)

52-14A-6: DATA:

   A.   Backed Up: 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 e-mail, documents, spreadsheets, presentations, images, recordings, and all other types of digital information used in the course of conducting the City's business.

   B.   Removal Of Sensitive Data: 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. (2019 Compilation)