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E-Cycle

​​​​​​​CMS State Surplus Electronics Receiving and Processing Procedure

Until further notice, with CMS approval, excess/surplus electronics will be sent from your agency, directly to CMS authorized electronics recycling vendors OR may be received at the State Surplus warehouse, 1924 S. 10 ½ Street, Springfield.
Receiving will be by appointment only.

 CMS State Surplus Electronics Receiving and Processing Procedure​

Four Step Procedure to Surplus Electronics

  1. Decide what to send to surplus

    We ask that you separate electronics from other surplus.

    Electronics are defined as:

    1. PCs and other devices containing data storage.
      1. Copiers
      2. Network servers and desktop computers of all types
      3. Data storage tapes and devices
      4. Cell Phones (ALL cell phones, PDAs, iPads, iPhones, tablets etc. must be delivered to Springfield warehouse for disposal unless ​returned to issuing vendor.)
    2. Monitors/Televisions
    3. Network based printers
    4. Switching devices
    5. Miscellaneous scrap including wires, electronics cabinets, etc.

    2. *In addition, you must separate computer monitors and TVs

  2. Contact CMS

    ALL transfers must be approved by the CMS IT Coordinator by email PRIOR to completing the online Transfer Request to determine if assets are to be scheduled for pickup/delivery to the state's recycling vendors or the state warehouse. (include asset spreadsheet)

  3. ​​ Enter your items online

    All items must be recorded in the State Surplus online surplus inventory system (Assetworks) prior to scheduling a surplus delivery. To create an online transfer request browse to:  http://www.cms.illinois.gov/inventory​

    HELP us Identify Good Equipment!

    By Administrative Rule, CMS provides electronics to other state agencies (priority) as well as local governments, schools, and other non-profit groups. CMS relies on you to accurately describe your items. Please try to be as descriptive as possible.​

    Example

    Description:Tower PC(this does NOT help)
    Description:PC HP DC5800 (this helps a great deal)
  4. Deliver to CMS or authorized recycling vendor

    CMS may ask you to deliver to the state warehouse. Deliveries are not considered or coded "received" until the recycler verifies the contents of the delivery against the listing on the Transfer Order form. After this verification, the transfer forms will be electronically dated and marked as received. Forms can be accessed at any time using the online system.​

*Computer Monitors and TVs​

In accordance with recycling contracts, all computer monitors (CRT and flat screen) and all TVs will be accepted with a fee of $.30 per pound to defray the cost for these items only. These items must be pa​lletized separately ​from all other items and have a separate detailed transfer form provided to the driver upon pickup.

Data Storage Devices - Data Wiping Data Destruction Procedures

Please note: With exception of state universities, all state entities are required to comply with Illinois Public Act 93-0306 and Public Act 97-0390. These “Acts” compel state agencies to create their own data wiping policies in accordance with the acts. P.A. 97-0390 provides that agencies shall perform data wiping with a minimum of three (3) passes and certify the process.

Data wiping must be done before a PC or other data collection devices are transferred, donated, or otherwise leaves custody of the original agency.

After your electronics items are delivered to Surplus, they will be processed as follows:

  1. PCs may be reutilized or sold. All hard drives will be removed and sent to recycler prior to sale.
  2. Older technology PCs are recycled as scrap.
  3. CMS' authorized electronics recycling vendors will data wipe or de-manufacture and destroy the data storage devices that they receive. The vendors may, upon request, provide documentation of this data wiping or destruction as outlined in their contracts and Public Act 93-0306, Public Act 97-0390, and Public Act 96-0045. If you desire documentation of destruction, you must arrange for this in advance with the recycling vendor.

Broken or older processors, copiers, external drives, etc., should be sent to recycler for destruction. All data collection devices will be destroyed or wiped (3x) in accordance with P.A. 93-0306

CMS Property Control will ensure vendors’ compliance with all Public Acts, Federal and State environmental disposal processes. Reusable items will be wiped for reuse and obsolete items will be destroyed.

Useful Links

Contact Information

Online Surplus System Help

Appointment scheduling

IT Coordinator

Authorized Electronics Recycling Vendors

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