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
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Decide what to send to surplus
We ask that you separate electronics from other surplus.
Electronics are defined as:
- PCs and other devices containing data storage.
- Copiers
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Network servers and desktop computers of all types
- Data storage tapes and devices
- Cell Phones
(ALL cell phones, PDAs, iPads, iPhones, tablets etc. must be delivered to Springfield warehouse for disposal unless returned to issuing vendor.)
- Monitors/Televisions
- Printers
- Network devices
- Miscellaneous scrap including wires, electronics cabinets, etc.
*In addition, you must separate computer monitors and TVs
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Contact CMS
PRIOR to completing the SAP or AMP online Transfer Request(s), email a "detailed" list (.xls preferred) to the Electronics 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) |
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Enter your items online
After approval, all items must be recorded in a State Surplus online surplus inventory system (SAP or AMP) prior to scheduling a surplus delivery. Per 20 ILSC 450, as of 07/01/2019, you MUST include the asset's serial number in the appropriate column.
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Deliver to CMS or authorized recycling vendor
Deliveries are not considered or coded "received" until the contents are verified against the listing on the AMP Transfer Order form. After this verification, the AMP 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, schedule delivery to CMS Surplus with
Appointment Scheduling staff. Post the
TRANSFER # and “ELECTRONICS” on pallet/shipment, so warehouse staff can easily distinguish from other surplus transfers and
email the TRANSFER # and delivery date to the Electronics Coordinator.
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
Electronics Coordinator
Authorized Electronics Recycling Vendors