TCR-IT-003: Device (EOL) Policy
Summary
Section titled “Summary”Governs how TCR’s hardware devices (computers, tablets, and other device types) are managed through their lifecycle, evaluated for end-of-life (EOL), and securely decommissioned.
Why it exists
Section titled “Why it exists”Devices that run past their useful life create both operational risk (poor performance, incompatibility) and security risk (no more manufacturer updates or support). Defining clear age thresholds and a secure decommissioning process keeps replacement decisions consistent and keeps data off retired hardware.
Policy
Section titled “Policy”Inventory and categorization
Section titled “Inventory and categorization”The Office of Information Technology maintains a comprehensive inventory of all devices (model numbers, purchase dates, assigned users/departments), categorized by type and primary use case.
End-of-life criteria
Section titled “End-of-life criteria”A device is evaluated for EOL status when it hits any of:
- Age: Laptops/desktops at 5 years, tablets/mobile devices at 4 years, Chromebooks at 6 years.
- Manufacturer support: no longer receiving updates or support.
- Performance/reliability: significant issues or incompatibility with essential software.
Replacement strategy
Section titled “Replacement strategy”The Office of Information Technology, with the Finance Department, plans device replacements within TCR’s annual budgeting process. New devices are selected on current technology standards, educational needs, and cost-effectiveness, following TCR’s purchasing policies.
Data security
Section titled “Data security”Before decommissioning, every device undergoes a data wipe to securely erase sensitive and personal information, in line with FERPA, HIPAA, PCI DSS, and other applicable data privacy laws.
Recycling and disposal
Section titled “Recycling and disposal”Decommissioned devices are disposed of through certified e-waste recycling partners, in an environmentally responsible manner and in compliance with local/federal environmental regulations.
- Office of Information Technology: implements the policy, manages inventory, ensures data security procedures are followed.
- Finance Department: collaborates on replacement budgeting.
- Administrative and academic departments: ensure compliance within their areas.
Review
Section titled “Review”Reviewed annually by the IT Steering Committee, with amendments following a structured review process involving stakeholder feedback and Executive Leadership Team approval.
Digitized from TCR-IT-003 - Device (EOL) Policy [Rev 1.0].docx; the original is kept under source/policies/ in this repo.