[ skip to content ]

More Information about this image

Handbook and paperwork for the newly hired.

Old Dominion University

Information Technology Standard

02.4.0 IT Asset Control Standard

Date of Current Revision or Creation: December 1, 2021

The purpose of an Information Technology Standard is to specify requirements for compliance with Old Dominion University Information Technology policies, other University policies, as well as applicable laws and regulations. Standards may include business principles, best practices, technical standards, migration and implementation strategies, that direct the design, deployment and management of information technology.

  1. Purpose

    The purpose of this standard is to define the requirements of the information technology asset control used by Old Dominion University.

  2. Definitions

    COV ITRM Standard SEC 514-03 is the Commonwealth of Virginia's Information Technology Resource Management - Removal of Commonwealth Data from Surplus Computer Hard Disk and Electronic Media Standard.

    Information Technology Assets are any University-owned information, system or hardware that is used in the course of business activities.

    Property Control is a unit under the Department of Procurement Services responsible for equipment and computer disposal at the University.

  3. Standards Statement

    Before electronic media or information technology assets are surplused, transferred, reassigned, traded-in, disposed of, or replaced, released or no longer in use by Old Dominion University, all data must be completely erased or otherwise made unreadable in accordance with the Commonwealth of Virginia's Removal of Commonwealth Data from Surplus Computer Hard Drives and Electronic Media Standard (COV ITRM Standard SEC514-04, dated July, 2019.

    Failure to effectively remove the Commonwealth data could result in a violation of laws and regulations including but not limited to the Gramm-Leach-Bliley Act (GLBA), the Health Insurance Portability and Accountability Act of 1996 (HIPAA), The Family Educational Rights and Privacy Act (FERPA), IRS 1075.

    General data removal steps and acceptable data removal methods are outlined in the COV Standard. University procedures are available through Information Technology Services. Property Control policy requires the Budget Unit Director to certify that data on hard drives has been removed or cleaned to meet State requirements.

  4. Procedures, Guidelines & Other Related Information

    Federal and State Law

    Commonwealth of Virginia's Removal of Commonwealth Data from Surplus Computer Hard Drives and Electronic Media Standard

    Virginia Information Technology Agency Guidelines

    University Policy 3505 Security Policy

    Equipment Turn in Transfer Work Order Form

    Security Awareness Training

  5. History

    Date Responsible Party Action
    October 2008 ITAC/CIO Created
    October 2009 ITAC/CIO Reaffirmed
    October 2010 ITAC/CIO Reaffirmed
    October 2011 ITAC/CIO Reaffirmed
    October 2012 ITAC/CIO Reaffirmed
    December 2012 IT Policy Office Minor rewording for clarity; Link updated; departmental name update; Numbering revision
    August 2015 IT Policy Office/ISO Three year review; alignment with COV ITRM Standard SEC514-03 and ODU procedure.
    August 2018 IT Policy Office/ISO
    Definitions and links checked
    December 2021 IT Policy Office Definitions and links checked

Site Navigation

Experience Guaranteed

Enhance your college career by gaining relevant experience with the skills and knowledge needed for your future career. Discover our experiential learning opportunities.

Academic Days

Picture yourself in the classroom, speak with professors in your major, and meet current students.

Upcoming Events

From sports games to concerts and lectures, join the ODU community at a variety of campus events.