XI.B Inventory and Disposing of Office Equipment
03/01/15
For questions about inventory and disposing of office equipment, see the State & Federal Surplus Property website, contact Surplus (503) 378-6020, or the facilities coordinator for your area.
Unless an agency is specifically excluded in ORS 279A, State Agencies shall dispose of surplus property though the DAS Surplus Property Program.
The State Surplus Property Program exists to provide a central distribution point for surplus, seized or recovered public property for State Agencies and political subdivisions by making items available to public and private entities. While emphasis is placed on reutilization of property within the public sector, the Program has received national acclaim for its innovative use of the Internet in advertising its post-reutilization property to the general public.
Guidance:
- For e-waste, please see: http://www.oregon.gov/DAS/EAM/SURPLS/docs/e-waste_recommendations.pdf;
- Take good care of your property – the better condition the surplus property is in when it is turned over for sale, the more money will potentially be returned to the agency;
- Prepare it for sale – just like when selling personal property, the cleaner and less scuffed-up it is the more money it is likely to generate;
- It is the local office responsibility to remove any confidential or sensitive employee or customer information; make sure drawers, file folders, safes, and other items are empty;
- Put similar things together – MOST boxes or pallets (aka “lots”) of Miscellaneous items (think “grab bag”) sell for significantly less than if they are grouped with other identical or like items;
- For items with a value of less than $100, please consider options in the following guidelines: http://www.oregon.gov/DAS/EAM/SURPLS/docs/100dollars.pdf;
- The maximum size of any single pallet is 6’ wide x 4’ deep x 8’ tall;
- By communicating with us, Surplus staff are able to:
- Identify and redirect unmarketable items ;
- Suggest the best options when lotting (grouping) items to minimize or eliminate any fees the agency may need to pay and/or maximizing the amount of money the agency may be reimbursed for the sale of surplus property;
- Minimize or eliminate transportation costs and workload by forwarding images to qualified recipients.
- Identify and redirect unmarketable items ;
- Surplus property information is to be entered into the Reuse system by the owning agency prior to delivering it to the Surplus warehouse. If you are unfamiliar with this program, please view the Tutorial and contact information at this link: http://www.oregon.gov/DAS/EAM/SURPLS/docs/ReuseTutorial.pdf;
- To sell items from your location, please see the guidance provided in the document at the following link: http://www.oregon.gov/DAS/EAM/SURPLS/docs/sos.pdf;
- Deliveries of property to the Surplus warehouse must be scheduled in advance. Please call 503.378.4077 to schedule a delivery or pick-up of property to the warehouse.
Note: Surplus reserves the right to combine or disassemble agency-identified lots. If an agency has questions or concerns about how their surplus has been managed and sold, they are encouraged to contact the Surplus Property Manager directly at (503) 378-6057.
Surplus property database:
The State and Federal Surplus Property program maintains a database that enables agencies to search available property located at the Salem surplus warehouse. Currently, agencies can search a database of Federal Donation property, with plans to include state-owned property in the near future (please note: not for public use).