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Summary: Dell Asset Recovery Service (ARS)
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A timely and secure means to properly dispose of unwanted university owned computer equipment is available through the
UB 2020 IT Workstation Standardization initiative. In addition to providing an expedient equipment removal service, the
Dell ARS service includes a certified process for properly removing data from storage devices and a audit service to
determine its resale value. Under ARS:
- All brands of equipment are covered. ARS services are not limited to equipment manufactured by Dell Computer. Apple, Dell, Gateway, HP, SONY, Toshiba – all brands of computer products can be disposed through ARS.
- Eligible equipment includes computers (workstations, servers, etc.), monitors and displays, printers (desktop, shared network and high-speed/volume printers), data storage devices, switches, batteries, and other related items.
- During the disposal process, data is wiped from storage devices following EPA guidelines and a certificate of disposal is issued.
- If the equipment is determined to have a resale value, data is wiped from storage devices following EPA guidelines and a certificate of data wipe is issued. Dell arranges to sell the equipment and issues a credit to UB applicable to future Dell purchases. The amount of the credit depends on the age of the equipment and factors such as the type of processor. Equipment over two years old will have little if any value.
- The cost of the disposal service is offset using points the university accrues with UB 2020 procurements.
- Prior to the equipment’s removal Dell provides a quotation for the requestor’s approval. The quote tallies the points needed based on quantity and weight, and will specify the shipping process. Shipping is included as part of the service.
- ARS includes an audit service to determine the equipment’s resale value.
To request the ARS service, contact UBMicro Repair Service by calling 645-3034 or emailing
pcrepair@buffalo.edu. UBMicro will provide you with a
form for listing and describing the assets and will initiate the ARS process for you.
HIPAA Compliance. ARS is not an approved means for the disposal of devices storing health data.
See below for information about approved health data disposal.
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All about Dell's Asset Recovery Services
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There are two components to Dell Asset Recovery Services (ARS):
- a certified asset disposal and data wipe service, and
- credits earned for marketable equipment
UB 2020 ARS Points
Dell charges a fee for this contractual service; the amount determined by the unit’s weight (starting at $25 per 40 pounds).
Under the UB 2020 program, the fee for ARS is offset with points UB accrues with UB 2020 purchases. Non-UB 2020 product purchases
do not earn points for UB.
Dell accrues the points earned with UB 2020 purchases in a single UB account. No differentiation is made by type of equipment or
university unit making the purchase. The accrued points are redeemable by any UB unit: the unit redeeming the ARS points need not
be the unit that earned the points. UB’s point tally is not available on a Dell web site, but is available as a special report
upon request. At present, UB has a substantial point reserve from previous UB 2020 acquisitions
Asset Disposal Process
The ARS service is initiated by contacting UBMicro Repair Service: call 645-3034 or email
pcrepair@buffalo.edu. UBMicro Repair will initiate the ARS process by
providing you a form for itemizing and describing the equipment. Prior to the equipment’s removal Dell will provide a quote
for approval based on your itemized list. The quote is tallied based on a service charge of one point per 40 pound item. For
example, a CPU, a monitor, and a server that each weighs 40 pounds or less count as one item each. Heavy items that weigh over
40 pounds, for example an old line printer, would count as more than one item factored on 40 pound increments.
Once you approve Dell’s quote, a Dell Logistics Partner (LP) will initiate shipping arrangements. For small quantities and
light items you will receive prepaid shipping labels and you will need to package the equipment for shipment. For larger quantities
and heavy items, Dell’s LP will schedule a pick up time with you. The pick up service requires that all connections to electrical
power, peripherals and communication services have been disconnected and that the item is available for pick up in an open, accessible
location. It is not necessary to box the item for pick up.
Dell Value Recovery Service
Dell uses a Vendor Partner (VP) to sell or dispose of ARS units. Within 45 days of the asset being received by the VP, an evaluation
is made of the item’s resell value. Key criteria are the type of processor and the condition of the item. The payment earned may
range from $5-$20 dollars per unit. Computers typically are more valuable than monitors. Equipment over two years old and most monitors
reportedly have no resale value.
Data Removal Certification
During the disposal process, data is wiped from storage devices following EPA guidelines. If the items are determined to have no
resale value the units are destroyed and UB is given a Certificate of Disposal. If the items are marketable, they are refurbished,
the drives are wiped, and UB is issued a Certificate of Data Wipe. The value assessed is credited the university’s account.
More information about ARS can be found at
http://accessories.us.dell.com/sna/products/Extended_Warranty/productdetail.aspx?c=us&l=en&s=biz&cs=555&sku=310-4261.
The Health Insurance Portability and Accountability Act of 1996
(HIPAA) Privacy Rule
HIPAA stipulates guidelines for protecting the confidentiality and security of patient health data. Those guidelines require that equipment storing health data being shipped for disposal and/or for repair must first be cleared of any stored health data. The concept for securing health data is similar to the process for maintaining an approved chain of custody for legal evidence.
Under HIPAA, ARS is not an approved means for the disposal of devices storing health data. If you are transferring equipment to a third party for repairs – including warranty repairs, you must first either remove the health data per HIPAA guidelines or remove the storage device. Storage devices typically are hard drives, flash cards and non-volatile memory. For information about approved health data disposal and Dell’s Keep Your Hard Drive service contact UBMicro Repair Services.
One US government site describing HIPAA can be found at http://www.hhs.gov/ocr/privacy/index.html
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UBMicro Computer Store, 520 Lee Entrance Road, Amherst, NY 14228, University at Buffalo, SUNYAB
