Legal Mandate

The Department of Education (DOE) is required by federal and state law to appropriately recycle computer equipment. Improper disposal can result in substantial monetary penalties.  

 

At the DOE, disposal and recycling of owned computer and multifunctional machines may only be performed by Dell Managed Services, which is the DOE contracted vendor. Note that there is a fee for this service.

 

Prior to disposal, schools should also review the DOE’s Standard Operating Procedures Manual (SOPM) at:

http://schools.nyc.gov/Offices/DFO/SOP/SOPChapters/inventory.htm

Click “SOP Inventory Chapter”

See Section 3.10.

 

What is Dell’s Asset Recovery Service (ARS)?

Dell's Asset Recovery Services (Dell ARS) is a disposal service designed to remove and recycle outdated or unneeded computer-related technology, owned by the NYCDOE, from your school.  

 

What does ARS cost?

The initial fee for a pick up is $400.00 using FAMIS item # 70.8404.42.1.  A minimum of 20 pieces are required per pick up.  Each additional piece over the 20 piece minimum costs $20.00 using FAMIS item # 70.8404.43.X. 

 

A desktop, a monitor, a notebook, a server, or a printer is each considered to be one separate piece.  A typical PC includes a monitor and the CPU.  Therefore, the cost to dispose of a PC with a monitor and CPU would be $40.00.  Monitors and computers combined in a single casing and weighing less than 40 pounds will count as one piece.  These single-unit, sub-forty pounds, computers would cost $20.00 to dispose.  With the exception of one keyboard and mouse being included in the $20.00 pickup fee per computer, items such as keyboards, mice, cables, external drives, etc. will be billed at the weight rate of $20.00 for every 40 pounds.

 

Smaller items weighing less than 10 pounds, such as external drives, hubs, etc. (see list of eligible and ineligible items below) will be assessed at the weight rate.  Units weighing more than 40 pounds such as large printers are subject to an additional fee, over the $20.00 per unit fee, based on their weight. The weight of the unit will be divided by 40 to determine how many units will be billed.  For example, a unit weighing 200 pounds would be billed at 5 times the $20.00 per unit weight. 

 

How do I schedule a pick up?

Disposal Services must be ordered on FAMIS, using FAMIS item #70.8404.42.1 for the initial pickup of 20 pieces.  Use FAMIS item #70.8404.43.X for each additional unit.  Once an order has been received, Dell ARS will contact the school to arrange a convenient pick up date and confirm contact information, and the availability of an elevator, a loading dock and parking.  It is recommended that schools provide both a main and an alternate contact.  Pick-ups are scheduled Monday thru Friday between the hours of 8 am and 5 pm.  Dell ARS cannot guarantee an arrival time.  The school contacts must be available between 8 AM and 5 PM on the scheduled pick up day. 

 

What are the School’s and Dell’s responsibilities?

Prior to the scheduled pick up, the school should make sure that the units are unplugged from electrical outlets and network connections. It is the school’s responsibility to download or back-up any needed data that may exist on the hard drive.  Units should be free of any lockdown or security devices.  Dell will remove units from classrooms and offices.  It is recommended that units are placed in a location which will enable minimal class disruption during the removal process. 

 

School contacts are advised to observe and count each piece as it is being removed from the building.  School officials should keep students away from the removal path until the job is complete.

 

At the conclusion of the pickup, Dell personnel will note the number of pieces taken on the logistics bill of lading.  School contacts will be asked to counter-sign the bill of lading to confirm the unit count.  The school will get a copy at that time.

 

At least twenty-four hour cancellation notice is required.  To cancel the pickup, please send a request to US_Dell_Asset_Recovery@Dell.com or call 1-800-234-1490 ext 724-4301.  If less notice is given, Dell will charge $150.00 attempt fee.

 

Dell will wait up to twenty minutes after arrival at the school to start the job.  If Dell cannot start the job within twenty minutes after arrival at the school due to school issues, Dell will leave.  The school will have to reschedule the pick up; and the $150 attempt fee will be charged.  If Dell is asked to wait longer than twenty minutes before starting the job, the school will be charged $100.00 per hour per two-person team for wait time until the job can commence.

 

Conditions that prolong the pick up process such as the elevator being unavailable at time of pickup, or units that are still in security devices, may result in an additional wait fee or attempt fee.

 

If Dell is unable to pick up between the hours of 8 AM and 5 PM on the scheduled date, Dell will notify the school as soon as possible.  A return pick up date will be scheduled.  Dell is required to provide at least twenty-four hour cancellation notice.  If less than twenty-four hours notice is given, Dell will credit $150 toward the pick up charges.

 

How will I know which units were removed and what assurance do I have that the identity and data on those units were properly destroyed?

Approximately thirty business days after the pick up date, Dell will send the school contact a detailed Settlement Report and Certificate of Disposal.  The Settlement Report includes item description including serial number, cosmetic condition and, if present, asset tag numbers.  At the same time, Dell will also remove all items from the NYCDOE’s Managed Seat Inventory List and suspend any associated maintenance charges.

 

The Certificate of Disposal verifies that the hardware received under a specific tracking number has had or will have the data overwritten or reformatted by using an automated script (for example, data is overwritten with 0’s and 1’s).  In cases of non-functional hard drives, the data will be made non-readable by shredding or otherwise destroying the hard drives.  Asset tags and other NYCDOE identification will be removed from the unit and destroyed.  In addition, the Certificate of Disposal will confirm that all recycling complies with local, state and federal guidelines, including those of the EPA (Environmental Protection Agency). It is encouraged that schools/offices keep these certificates to protect oneself in case of an audit by the Federal or local authorities.

 

NYCDOE-owned computer equipment eligible for pickup:

CPUs

Notebooks

Servers

CRTs (monitors)

Flat panel monitors

Printers

Docking stations

Scanners

Lock down devices

Hubs, routers, switches

Loose cabling (boxed – up to 40 lbs.)

Loose keyboards (boxed – up to 40 lbs.)

Loose mice (boxed – up to 40 lbs.)

Fax Machines

Typewriters

Overhead projectors

 

NYCDOE-owned equipment NOT eligible for pickup:

Laboratory Equipment

Medical Equipment

Nuclear Waste

Chemical Waste (other than toner cartridges)

Biological Waste

Furniture

Appliances

Copiers

TVs

Telephones

 

Still have questions?

Please contact Dell Asset Recovery at 1-800-692-3355 ext 728-2517 or send an email to Aurora_Knight@Dell.com.