Disposing of Mobile Communication
Devices
IT Procedure
Code: 2012-001
1. Scope
Last Reviewed: 07/01/13
This document outlines the requirements for disposing of University-owned mobile communication
devices that will not be reissued and are no longer needed.
2. References
Issuance and Use of Mobile Communications Devices
70.2.5
3. Definitions and Acronyms
3.1. Definitions
Mobile Communication Device – A cellular phone, pager, personal digital assistant (PDA) or wireless
device.
3.2. Acronyms
Not applicable.
4. Introduction
After being wiped clean of data, mobile communication devices that are no longer required and will
not be re-issued must be disposed of properly. As is the case with pagers, the device may need to
be returned to the vendor to avoid future charges. Devices that will no longer be used should never
be “abandoned,” e.g., simply left in a desk drawer. All devices must be returned to IS&T to enable
IS&T to properly account for our vendor’s leased hardware and for proper disposal/return of mobile
communication devices.
Disposing of Mobile Communication Devices
Adopted: 06/14/2012
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5. Applicability
This procedure applies to all members of the University and refers only to University-owned mobile
communication devices.
6. Requirements
De-activated University mobile communication devices must be returned to Department Heads for
reissue, reassignment or disposal.
•
If a device is not going to be reissued or reassigned, Department Heads must return the
mobile communication device to IS&T to properly account for our vendor’s leased hardware
and for proper disposal and, when applicable, return to the vendor to avoid future charges.
•
If a device is returned to a Department Head and is to be reissued, Department Heads must
notify the IST Help Desk ([email protected]) that the device owner is changing and
that the device needs to be wiped by IS&T. Smartphones can be wiped remotely; other
cellular devices will need to be brought or sent to UMDWare.
7. Procedure
A mobile communication device may be properly disposed of as follows:
Device
Role
Cell Phone Owner/
Designee
Responsibility
Active Device:
Submits a request to deactivate the device by sending a detailed email to
[email protected] to automatically generate a HEAT ticket for
processing. The email should specify the
•
•
•
Name – last, first and middle initial
University ID – A#
Mobile number to be de-activated.
The HEAT ticket should request that IS&T wipe the device. Failure to do
so could expose the University to security risks. This will either be
accomplished remotely for smartphones or by having the device
brought/sent to UMDWare.
Previously Deactivated Device:
Submits a request to dispose of the device by sending an email to
[email protected] to automatically generate a HEAT ticket for
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Adopted: 06/14/2012
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Device
Role
Responsibility
processing. The email should specify the
•
•
•
•
Name – last, first and middle initial
University ID – A#
Type of phone (Make/Model)
Last cellular number if known.
Once a heat ticket number is issued, the device should be returned to
UMDWare via inter-office mail with the Heat ticket number for
reference. Multiple devices can be listed on a single Heat ticket for
disposal.
Alternately, devices can be brought to UMDWare for disposal.
UMDWare
UMDWare coordinates the wiping of the device, if needed, and is
responsible for its proper disposal.
If a phone is brought directly to UMDWare, UMDWare personnel
generate a HEAT ticket to document the proper disposal and wiping, if
needed, of the device.
IS&T Billing Terminates billing and updates its data base as needed.
Pager
Owner/
Designee
Pager is Lost or Stolen:
If the device is lost or stolen, completes the Pager Request form
available on the IS&T web site
http://rbhs.rutgers.edu/ca/ist/core_services/pdf/Pager_Request_Form.p
df
indicating a Request Type of Lost/Stolen and faxes the completed form
as indicated.
Pager is Not Lost or Stolen:
Newark:
Returns the device to UMDWare Cell Phone/Pager Distribution
with all required information:
•
•
•
Name – last, first and middle initial
University ID – A#
Pager number to be de-activated.
Central and Southern Campuses:
Completes the Pager Request form and sends the completed
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Device
Role
Responsibility
form and pager via hand-delivered inter-office mail to the
attention of:
UMDWare Cell Phone/Pager Distribution, IS&T
30 Bergen Street
ADMC4 Room # 492
Newark Campus.
The form should state the user’s:
•
•
•
Name – last, first and middle initial
University ID – A#
Mobile number.
Notifies the Project Support Specialist / Administrative Support person
who maintains the group’s inventory that the device was returned.
UMDWare
If not lost or stolen, UMDWare generates a HEAT ticket and returns the
pager to the vendor with a termination request.
IS&T Billing
If the pager was lost or stolen, charges the department index a one-time
fee depending on the type of pager. Terminates pager billing.
By Direction of the Chief Information Officer
___________________________________
Denise Romano
Disposing of Mobile Communication Devices
Adopted: 06/14/2012
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