Computers Turn-In

INFORMATION TECHNOLOGY


Regulations

Computer Disposal Regulations
DoDM 4160.21 Vol4 Page 57

Required Documents


When transferring to DLA Disposition Services sites:

DoD IT equipment (including hard drives) will be reported to DLA Disposition Services sites for disposal in the same manner as all excess personal property. DoD activities are no longer required to report excess automatic data processing equipment to the Defense Information Systems Agency (DISA).

Note:

ALL classification stickers and/or markings must be removed prior to turn-in to DLA Disposition Services.


CPUs without hard drive:

Ensure that any and all hard drive(s) are removed.

Include a statement either on the device OR accompanying the DD Form 1348‐1A in block 27 (Additional data) that states: “The residue identified by this document meets the disposition requirements in accordance with the DoDI 8500.01".

Attach a DLA Form 2500 label on the chassis.

Print name, rank/grade and signature of individual certifying the attached information.

Ensure all computer medias and cards have been  removed (e.g. floppy disks, smart card media, multi‐media cards, CD‐ROM media, etc.)

Optional:

  • CPU chassis serial number in block 26
  • Statements in Block 27 of DTID: "Hard Drive(s) has been removed"
  • Statement or letter stating CPU contains no CLASSIFIED, confidential or hazardous material


CPUs with hard drive

Ensure that all hard drives are overwritten, degaussed, or destroyed prior to turn-in.  

Include a statement either on the device OR accompanying the DD Form 1348‐1A in block 27 (Additional data) that states: “The residue identified by this document meets the disposition requirements in accordance with the DoDI 8500.01"

Attach a DLA Form 2500 label on the chassis.

Ensure all computer medias and cards have been  removed (e.g. floppy disks, smart card media, multi‐media cards, CD‐ROM media, etc.).

Optional:

CPU chassis serial number or hard drive serial number in block 26.



Hard drive turn‐in

Filled‐out DLA FORM 2500 or equivalent is required on all hard drives.

Include the hard drive serial number (not necessary if hard drive is left in CPU).

A label is not required if hard drive is destroyed and turned in as scrap.



New and unused hard drive

New hard drives (in un‐broken packaging) do not require labeling or certification.

Unused hard drives (not in original packaging) require a signed certification such as "Hard Drive(s) has/have not been used" on the turn-in documentation.



Additional Information

Generating activities will specify that the hard drives comply with one of three DoD hard drive disposal processes: overwriting, degaussing, or destruction. DoD Components must comply with the labeling and internal documentation requirements.

The labeling requirements are for all hard drives whether installed in housings or removed from housings. The labels will be installed on the housing containing the hard drive or on the hard drive itself, if removed. Central Processing Unit (CPU) or hard drives, turned in to a DLA Disposition Services site, must have the DTID listed for each chassis on the DLA Form 2500 (or equivalent document). The chassis serial numbers must be entered on the 1348-1A/2.

The exception: If the hard drive is still left in the CPU, it is not necessary to list the serial number.

 

DLA Form 2500

DLA Disposition Services developed DLA Form 2500 "Hard Drive Certification Label," for its internal use that can also be used by the generating activities. The form provides complete information and is recommended for use. The labels must include:

  • When the hard drive is removed from the housing, include the serial number, make, and model of the hard drive. When the hard drive is still installed in the housing, include make, model, and serial number
  • Certification that overwriting, degaussing, or destruction was accomplished
  • If overwritten or degaussed, include the manufacturer and product version or approved metal destruction facility and method
  • Generator name, phone number, DTID number, printed name, rank/grade, signature, and date
  • .
  • For housings without hard drives, attach a label to each housing, indicating "hard drive removed". DLA Form 2500 includes a block to check if the hard drive has been removed.

Hard drive sanitation is to be accomplished by overwriting or removal for equipment that is in serviceable condition or has reuse value when possible. Equipment that is degaussed or destroyed loses its useful life.

When degaussing or physical destruction is the disposal process, hard drives will be transferred to DLA Disposition Services sites as scrap and do not require a label to be affixed.

 


Forms


Video

Blank 1348-A

 Blank 1348

1348-1A
Instructions

1348 Instructions

DLA Form
2500