BİM.PR.21 — Asset Decommissioning Procedure
| Document No | BİM.PR.21 | Version | 1.0 | Initial Release | 26.04.2026 |
|---|---|---|---|---|---|
| Owner Group | User Support + Finance Directorate | ||||
| Approved by | Mehmet ARARAT — IT Director | ||||
| Legal Basis | KVKK Art. 7 · Environmental Law No. 2872 (e-waste) · ISO/IEC 27001:2022 A.7.14 · BİGDES | ||||
| Related Documents | KYS.POL.01 P22 (Environment), P23 (Equipment), KYS.POL.05, BİM.PR.19, BİM.PR.22 |
1. Purpose and Scope
Governs the initiation of decommissioning requests, data erasure methods, device disposal, and reporting.
2. Request
Initiated by BIM. Triggers:
- Device has exceeded its useful life + is faulty
- Repair cost exceeds that of a new device
- Staff departure + device returned
- Loss/theft — settlement completed
3. Process
- BIM prepares a decommissioning file for the device (device details + justification + current status report).
- Finance Directorate reviews the file.
- University Commission approval (where required).
- Assignment officially removed from records, inventory updated (BİM.PR.22, SAP Fixed Assets).
- Device physically routed per Section 5.
4. Data Erasure (KYS.POL.05 ss.5–7)
Mandatory before decommissioning:
- Disk wiped with DoD 5220.22-M (3-pass), or
- Physical destruction (shredder) if the device contains sensitive data.
- Degaussing for magnetic media.
- A destruction/erasure record is drawn up and retained in the archive for 3 years (KYS.POL.05).
5. Device Disposal
| Condition | Route |
|---|---|
| Functional + depreciation period expired | Donation (to a public body/association) or fixed asset sale |
| Faulty + uneconomical to repair | E-waste disposal (licensed company) |
| Any case with disk contents | Physical disk destruction (priority) |
| Internal reuse for training purposes | Redistribution to internal units |
6. E-Waste
Handed over to a Ministry of Environment and Urbanisation licensed recycling company. Destruction record retained for 5 years.
7. Entry into Force
26.04.2026; revised every January/July.
Hasan Kalyoncu University · IT Directorate
Osmanlı Mah. Havaalanı Yolu Üzeri 8. Km 27010 Şahinbey/Gaziantep
444 6 458 · destek@hku.edu.tr · destek.hku.edu.tr · portal.hku.edu.tr
KEP: hasankalyoncu.unv@hs01.kep.tr