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

After obtaining CMS approval, surplus electronics pickup may be scheduled with authorized electronics recycling vendors and/or received at the CMS 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

  3. Contact CMS

    PRIOR to completing the online Transfer Request(s), email a "detailed" list (.xls preferred) to the CMS IT Coordinator for approval. Once approved, multiple inventory transfers will be required.

    One RECEIVED by CMS Surplus for assets selected for reuse/resale.
    One RECEIVED by Recycler for assets APPROVED for recycle.
    If applicable, one RECEIVED by Recycler for monitors APPROVED for recycle, at a cost of $.30 a lb.

    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 – make/model/condition (if applicable).​

    Example

    Description:Tower PC(this does NOT help)
    Description:PC HP DC5800 (works)
    (this helps a great deal)
  4. ​​ 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

  5. Deliver to CMS or authorized recycling vendor

    Deliveries are not considered or coded "received" until the contents are verified 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 on-line system.

    For equipment designated for reuse/resale, email the TRANSFER # to the CMS IT Coordinator and post the TRANSFER # and “ELECTRONICS” on pallet/shipment, so warehouse staff can easily distinguish from other surplus transfers. Schedule delivery with Appointment Scheduling staff.

    For equipment designated as RECYCLE, schedule pickup/delivery with Authorized Electronics Recycling Vendors or if your recycle comes to CMS Surplus, schedule delivery with Appointment Scheduling staff. Post TRANSFER # and “RECYCLE” on pallet/shipment, so warehouse staff can easily distinguish from other surplus transfers.

*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 palletized/grouped separately from other surplus transfers 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. P.A. 97-0390 provides that agencies shall perform data wiping with a minimum of three (3) passes and certify the process BEFORE a PC or other data collection devices are transferred, donated, or otherwise leave the custody of the original agency.

CMS' authorized electronics recycling vendors will data wipe or destroy the data storage devices. The vendors will provide documentation of this data wiping or destruction as outlined in contracts and Public Act 93-0306, Public Act 97-0390, and Public Act 96-0045. Certificates of destruction will be uploaded and will available at any time using the on-line system.

Useful Links

Contact Information

Online Surplus System Help

Appointment scheduling

IT Coordinator

Authorized Electronics Recycling Vendors

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