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)

ARTICLE B. SALE OF NONINVENTORIED PERSONAL COMPUTING DEVICES TO EMPLOYEES PROCEDURE

SECTION:

52-14B-1: Purpose

52-14B-2: Scope

52-14B-3: Devices Covered

52-14B-4: Useful Life Of Devices

52-14B-5: Methodology For Determining Sale Price

52-14B-6: Transfer Of Financial Responsibility

52-14B-7: City Owned Software

52-14B-8: Proprietary Or Sensitive Data

52-14B-1: PURPOSE:

This article details the specifics required to allow employees separating from City employment to purchase noninventoried personal computing devices assigned to them. (2019 Compilation)

52-14B-2: SCOPE:

The City recognizes that employees leaving the City (hereafter "separated employees") may want to keep noninventoried personal computing devices assigned to them after they leave City employment. These are typically configured specifically for the separated employee and the devices typically require additional steps to ready the device for redeployment. This may require only a few seconds' work or may require a greater effort. Additionally, in those cases where another person may be hired to fill the vacated position, the device assigned to the new employee may not meet the needs of the new employee. This article details the specifics required to allow employees separating from City employment to purchase noninventoried personal computing devices assigned to them. (2019 Compilation)

52-14B-3: DEVICES COVERED:

   A.   Specified: Noninventoried personal computing devices are personal computing equipment assigned to an employee and not shared with any other employee. These devices have an original cost that is below the threshold to be inventoried and tracked on the City's fixed assets system. These devices include, and are expressly limited to, phones, smart phones, personal digital assistants, tablet computers and qualifying notebook computers.

   B.   Cellular Phones, Smart Phones Or Personal Digital Assistants (PDA): With Department Director approval, separated employees may purchase City owned cell phones, smart phones or personal digital assistants assigned to them. Proof of transfer of responsibility for any cellular charges associated with the phone must be provided prior to release of the device.

   C.   Tablet Computers: With Department Director approval, separated employees may purchase City owned tablet computers assigned to them. These include, but are not limited to, iPads, Android based and Windows based tablet computers. When applicable, proof of transfer of responsibility for cellular charges associated with the phone must be provided prior to release of the device.

   D.   Notebook Computers: With the Department Director approval, separated employees may purchase City owned notebook computers assigned to them as long as the device meets the criteria for a noninventoried personal computing device.

   E.   Ineligible Devices: Desktop computers or workstations, printers and scanners are not generally customized for specific user requirements and are easily redeployed. These devices are not eligible for sale under this article. (2019 Compilation)