CALS OIT Computer Decommissioning Overview

Description

This article provides a high-level overview of why CALS OIT requires full decommissioning of computers that are changing hands, being replaced, or leaving the CALS environment. The goal is to protect personal and university data, ensure compliance with Cornell licensing, and maintain departmental oversight of device disposition.

Why Decommissioning Is Required

CALS OIT decommissions computers to:

  • Protect sensitive and personal data: Our process ensures that all data is completely removed from the device through full drive wiping, eliminating any residual information.
  • Remove Cornell-licensed software and configurations: This prevents unauthorized use and ensures compliance with licensing agreements.
  • Maintain departmental control over device disposition: Centralized handling ensures that all decisions about reuse, transfer, surplus, or destruction are properly documented and aligned with university policies.

These practices support the principles outlined in Cornell’s IT Security Policy 5.10, which emphasizes secure data disposal, endpoint management, and unit accountability.

When to Request Decommissioning

Submit a decommissioning request to CALS OIT when:

  • A computer is being reassigned to a new user
  • A computer is being replaced or retired
  • A computer is leaving CALS (e.g., surplus, transfer to another unit, vendor return)

What CALS OIT Will Do

  • Validate the device and update asset records
  • Fully wipe the drive to remove all data and Cornell-licensed software and configurations
  • Prepare the device for its next destination (redeployment, surplus, or destruction)
  • Document the disposition for compliance and inventory tracking

What You Need to Do

  1. Identify the device (asset tag and hostname)
  2. Back up any work-related files to Cornell-approved storage
  3. Remove personal files you wish to keep
  4. Submit a decommissioning request to CALS OIT with relevant details
  5. Provide the device to CALS OIT
  6. Wait for confirmation that decommissioning is complete

Important Notes

Note: Decommissioning may take several business days. Please plan ahead for staff departures, grant closeouts, or lab transitions.

Note: If the device may have contained high-risk data (e.g., SSNs, HIPAA, student records), include this information in your request. Additional handling may be required.

Questions?

Contact CALS OIT through the standard service request form or help desk portal.

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