(a) It shall be the responsibility of the department with the Surplus Property to notify the Department Head of Property it has in its possession.
(b) The method of disposal shall be determined by Department Head in accordance with this Policy. The Department with Property for disposal is responsible to provide information to the Department Head including a photo, brief description and estimated value. Each department will maintain storage of Surplus Property until final disposal. If applicable, departments shall provide information regarding the best time and day the Property can be viewed and/or picked up.
(c) The Department Head or designee shall be responsible for coordination of the disposal process for all Surplus Property except as indicated below:
(1) Disposition of real estate or any interest in land requires a resolution of the City Council after published notice and public hearing in accordance with the Ohio Revised Code. All dispositions of real estate or land interest shall conform to existing Council policy, and will be the responsibility of the City's Law Director's office.
(2) Seized and Unclaimed Property within the Police Department shall be handled and disposed of in accordance with applicable Federal, State, and local requirements.
(3) Items purchased with grant funds shall be disposed of in accordance with applicable grant requirements.
(4) Computer and Electronic Data Storage Equipment are defined as any equipment that contains electronic data, has contained electronic data, or is procured or managed by the Finance Department through Information Technology (IT) staff. Such items shall be returned to the IT office for proper data wiping and disposal. This includes, but is not limited to Computers, Laptops, Tablets, Servers, Backup Tapes and Media Switches, Routers and Hubs, Phones, Printers, Fax Machines, Copiers, Scanners, Monitors, and External Hard Drives.
A. IT staff will wipe any data or configuration on the equipment as deemed appropriate by current IT standards. For servers, backup media, or any equipment in which data wiping is not feasible, staff will physically remove the data storage components for destruction of the data or configuration by physical or other permanent means.
B. When deemed appropriate, some computer and electronic data equipment may be disposed of in accordance with Section 195.03.
C. Flash memory devices, such as USB thumb drives or SD cards, shall be turned in to the IT Department for proper wiping and disposal.
D. Any optical media, including writable CD and DVD media, containing City data shall be disposed of by individual departments using the City's shredding procedures.
E. Any electronic data consisting of records covered by the record retention manual shall be retained until such time as noted in the record retention manual, whereunder storing the records is no longer required or that the records have no further value.
(Ord. 14-71. Passed 12-8-14.)