Why used print devices are a security risk
Multifunctional Devices (MFDs), copiers, scanners, printers, fax machines and other devices may contain hard drives or other media that store data such as images of pages that have been copied, printed or faxed. The data stored on these devices may contain legally sensitive information, including but not limited to personal identifying information or protected health information. The stored data on these devices, in unencrypted form, is highly susceptible to being hacked or retrieved by unauthorized methods. The devices require proper handling, through Stanford Surplus, which will manage disposal in adherence to University guidelines, including wiping the hard drives clean of all data.
How to dispose of print devices and toner owned by a department
Follow these steps if your department needs to dispose of a print device (including MFDs, copiers, scanners, fax machines, and desktop printers) or excess toner drums and cartridges (new or used):
- Contact your Department Property Administrator (DPA); your local DPA can be found in the DPA Directory.
Note: Departments cannot sell, donate or transfer equipment to individuals or non-Stanford entities. The disposal process is handled by Stanford Surplus. For more information, see the Stanford Administrative Guide Section 5.2.4, Surplus Property Sales. - If the print device your department owns has a current service or maintenance agreement that must be cancelled, follow the cancellation instructions below.
How to cancel device leases and service or maintenance agreements
To cancel the lease on printers, the department should work directly with the supplier to make the necessary arrangements, such as providing written notice of cancellation and coordinating the return of the equipment. The process typically involves following the terms and conditions outlined in the lease agreement, including any required notice period. Departments will be responsible for any costs associated with the cancellation of their agreement. Ensuring clear communication and documenting all interactions can help facilitate a smooth cancellation process.
