When property is no longer needed, departments declare it as surplus. Property Disposition will dispose of the property based on a determination of its highest and best use, then return 90% of any proceeds to the department.
To declare surplus, download a Declaration of Surplus Form (DOS) and review the Directions for completing a Declaration of Surplus Form. A complete and signed DOS is required by U-M for departments declaring items as surplus, whether sending items to the Property Disposition warehouse or using another disposal method. Please type the information using the Excel DOS form.
Email your signed DOS form to Property Disposition (firstname.lastname@example.org) to schedule a delivery date. Property Disposition will put in a work order on your behalf and send the movers on the given date to pick up your surplus items. If your department wishes to bring the items, you will still need to schedule a delivery date first.
NOTE: Hospital buildings including University Hospital, CW Mott, Taubman Center, Med Inn, Towsley, Cancer Center (floors B2, B1, 1 and parts of 2), Medical Professional Building and Cardiovascular Center should make arrangements with Hospital Maintenance (936-5054) and also provide them the signed DOS form.
To ensure compliance with The University of Michigan Board of Regents bylaws 14.07 Privacy and Access to Information, all university-owned digital media devices must be sanitized or physically destroyed before disposal or transfer to another university department.*
Property Disposition provides both data sanitization and data destruction services for a fee. Follow these procedures to request data sanitization or destruction services when declaring surplus.
Property Disposition charges $4 per device to sanitize, and $1 per device to destroy.
Note: Physical destruction should only be used if hard drives are inoperable, or when data tapes cannot be overwritten.
All data storage media is audited at the Property Disposition warehouse to ensure compliance with this policy. If violations are discovered, Property Disposition will sanitize or destroy the device and will charge the department.
Additional policy on this matter can be found in the Standard Practice Guide 520.01 Section IV, Item D.
*Individual units may have stronger requirements. Please consult with your IT department.
Before completing a DOS form, please read the following State and Federal EHS information. Contact EHS directly with any further questions at (734) 647-1143.