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County, Reach Solutions discuss computer disposal policy after two machines removed
Summary
Reach Solutions and county staff discussed clarifying who may dispose of county-owned computers, procedures for e-cycling, certificates of destruction and adding disposal terms to future procurement negotiations.
Representatives from Reach Solutions and county staff discussed procedures for handling end-of-life county computers, including who has authority to remove devices for e-cycling and the need for clearer communication and documentation.
Amanda, identified in the meeting as representing Reach Solutions, told the commission she sought clarification of “what it is you guys intend for Reach Solutions and me to do, what type of authority I have along your IT management and security for the county.” The discussion followed an incident in which two desktop machines were taken off-site for disposal; staff later determined those machines had been intended to remain in storage as backups.
Amanda described a standard service Reach provides — wiping drives, producing a certificate of destruction and coordinating e-cycling pickup — and said that disposal terms should be part of the procurement discussion when departments receive new computers. “I think what needs to happen is there needs to be better communication in regards to when a department is getting new computers,” Amanda said, adding that inclusion of disposal procedures in contract negotiations would make expectations clear.
County staff said that, in practice, replaced computers are often kept in a department’s vault or storage until leadership confirms disposal. The Reach representative and staff reported there are currently at least six replaced computers across three departments that need review before e-cycling. “We don't take them and e-cycle them to begin with. They're in each of those departments currently to make sure nothing was missed,” Amanda said.
Participants suggested formalizing the process so that departments know whether old machines will be held as backups or sent immediately for secure disposal. Amanda and staff discussed the county maintaining a short-term stock of reloaded machines for emergency needs and the value of transparency about county property and budgets allocated for IT.
No formal action was taken; commissioners asked staff to coordinate with Reach Solutions to retrieve any machines needed by departments and to consider adding disposal language to future IT procurement and budgeting discussions.
