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Z1EIS-SOP-005 EIS Electronic Devices and Electronic Media Disposal SOP Version 2.0
Effective Date: Purpose: Scope: 01-Nov-2009 This SOP describes the process for infrastructure platform and/or electronic device/media to be disposed of due to failure or no longer needed. In Scope All electronic data bearing devices in a computer system which may include: business computer hard drives, workstation computer hard drives, server hard drives, BIOS chips. Data bearing electronic devices such as cell phones, pagers, multi-function devices (printers) and personal digital assistants. Data bearing electronic media may be cartridge tapes, optical disks, CDs, DVDs, BIOS chips and thumb drives. Disposal of non-data bearing infrastructure platform components. Out of Scope Vendors who bring their own equipment to support Lilly work activities. Contracts are expected to be in place to cover data privacy. Areas Involved: Supersedes/Replaces: Zone 1 Indiana EIS Service Teams Z1EIS-SOP-005, EIS Electronic Devices and Electronic Media Disposal SOP, Version 1.0

Title: Z1EIS-SOP-005 EIS Electronic Devices and Electronic Media Disposal SOP Owner: Cheryl Amick

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ELI LILLY AND COMPANY EIS Electronic Devices and Electronic Media Disposal SOP

TABLE OF CONTENTS
1. INTRODUCTION ................................................................................................................................................. 3 1.1 1.2 1.3 2.1 2.2 3.1 3.2 INFRASTRUCTURE PLATFORM/ELECTRONIC DEVICE DESTRUCTION ................................................................... 3 TERMS AND DEFINITIONS ................................................................................................................................ 4 REFERENCES ................................................................................................................................................. 4 CDS AND DVDS ............................................................................................................................................. 4 CARTRIDGE TAPES AND OPTICAL DISCS .......................................................................................................... 4 EIS DATA CENTER COLLECTION OF ELECTRONIC MEDIA/DEVICES FOR DESTRUCTION ....................................... 5 CLIENT OPERATIONS DEPLOYMENT AND RECEIVING COLLECTION OF ELECTRONIC DEVICES .............................. 5

2. DESTRUCTION OF ELECTRONIC MEDIA ....................................................................................................... 4

3. DISPOSAL OF ELECTRONIC DEVICES ........................................................................................................... 5

4. RETURN OF PLATFORM COMPONENTS TO VENDORS............................................................................... 6 5. TRAINING IN THIS PROCEDURE ..................................................................................................................... 6 REVISION HISTORY: ................................................................................................................................................ 7 PROCEDURE APPROVAL SIGNATURES: .............................................................................................................. 7

Title: Z1EIS-SOP-005 EIS Electronic Devices and Electronic Media Disposal SOP Owner: Cheryl Amick

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ELI LILLY AND COMPANY EIS Electronic Devices and Electronic Media Disposal SOP

1. INTRODUCTION
This SOP details how Zone 1 Indiana EIS service areas need to request the destruction of platforms and/or electronic devices/media and the disposition of the non-data bearing components.

1.1

Infrastructure Platform/Electronic Device Destruction

Collection centers for EIS service areas to securely aggregate electronic devices/media awaiting destruction, and name Equipment Disposition Department (EDD) as the sole area for the donation, redeployment, sale, or scraping of non-data bearing infrastructure platform components in Indiana. Collection centers will contact EDD per instructions on the EDD collaboration site. The Equipment Disposition Department (EDD) will contract with a vendor to collect electronic devices/media from the collection centers. The vendor will then securely transport the electronic devices/media to be destroyed.

Non-Data Bearing

Get devices to Asset Recovery Department****

Hold for redeployment, donation or sale as determined by EDD

Platform is deemed not in use, failed or retired

Dispose or redeploy hardware?

dispose

Separate data bearing and non data bearing components

Data Bearing

Deposit data bearing media/ devices with a Collection Center

Proof of Destruction Certificate

IMPORTANT: ****For business computers and workstations, please call the local service desk for collection. For all other devices, follow EDDs instructions for collection located on the Asset Recovery Department collaboration site under Forms/Policies. IMPORTANT: For electronic device(s) to be returned to the equipment vendor, the electronic devices media must be erased to meet the GIQS-STD-007 standard specifications. Erasure would be performed by the owning EIS service team prior to return shipment using vendor protocols.

Title: Z1EIS-SOP-005 EIS Electronic Devices and Electronic Media Disposal SOP Owner: Cheryl Amick

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ELI LILLY AND COMPANY EIS Electronic Devices and Electronic Media Disposal SOP

1.2
Term

Terms and Definitions

Definition Certificate from the CEDDV that a specific number of devices was collected from Eli Lilly and Company and that number of devices was destroyed. This Certificate will be kept with EDD. Contracted Electronic Device- Destruction Vendor Any electronic device that can hold data even after the power is removed such as hard drives, BIOS chips. Any electronic media that can hold data but does not have electronics to control its working behaviour. Date the electronic device or media is placed in a collection center. The hardware and software which must be present and functioning for an application to run as intended. An Infrastructure Platform would include, but is not limited to, the operating system or system software, communication software, microprocessor, network, input/output hardware, any generic software libraries, database management, user interface software and the like. Secured Containers are storage units resistant to tampering and located in limited access areas requiring badge access and / or locked storage cages. While in transport a Secured Container must be attended at all times. By way of example, a Secured Container may be a lockbox secured by a padlock, whereas a tie-wrap is considered unsecured. Volume Serial Number is an identifier used on tape cartridges and other electronic media.

Certificate of Destruction CEDDV Electronic devices Electronic media Date of Receipt Infrastructure Platform

Secured Containers

Volser Number:

1.3

References
Location GIST EISEL folder in Documentum

Reference Document GIQS-STD-007, Disposal, Redeployment, and Use of Electronic Media and Electronic Devices, Version 1.0 Asset Recovery Departmental Procedures

Asset Recovery Department

2. DESTRUCTION OF ELECTRONIC MEDIA

2.1 CDs and DVDs
CD and DVD electronic media can be destroyed by placing them in the companys confidential shredding company of choice. If there is a large number of electronic media, it is best to contact the plant locations salvage organization to have the electronic media collected by companys confidential shredding company of choice personnel in cartons.

2.2

Cartridge Tapes and Optical Discs

Destruction of cartridge tape and optical disc is the responsibility of the data center personnel (as platform team members) whenever the electronic device has reached its end-of-life, and will be handled per Section 3.1.

Title: Z1EIS-SOP-005 EIS Electronic Devices and Electronic Media Disposal SOP Owner: Cheryl Amick

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ELI LILLY AND COMPANY EIS Electronic Devices and Electronic Media Disposal SOP

3. DISPOSAL OF ELECTRONIC DEVICES

Electronic devices and media identified and logged for destruction will be destroyed by a Contracted Electronic Device Destruction Vendor (CEDDV) chosen by Equipment Disposition Department (EDD). EIS Data Centers and EIS Client Operations Deployment and Receiving will provide Secured Containers for the electronic devices until collection by the CEDDV. The CEDDV will provide EDD with a Certificate of Destruction for each destruction event and it will be kept on file with EDD. EDD will determine the Record Retention Series code and follow record retention policies for these Certificates.

3.1

EIS Data Center Collection of Electronic Media/Devices for Destruction

EIS Service Areas that need to destroy electronic media (cartridge tapes, optical discs, etc), electronic devices or infrastructure platforms will be assisted by EIS Data Center Services. Once it is determined an electronic device(s) needs to be destroyed, the EIS Service Areas will perform the following steps: 1. Create a CR using the profile, MEDIA DESTRUCTION. a) Requested information for the MEDIA DESTRUCTION profile provided by the EIS platform teams is the following: i. ii. iii. iv. v. Reason for destruction : Media Location : Media Type/Description (Tape, Drive, etc.): Volser number(s) if applicable : Total count of each Media Type delivered :

b) Defaulted assignee group is the EIS Data Center Services Group. 2. Provide the electronic devices and media to Data Center Services. a) Data Center Services will complete the CR by entering data verification information i. Total count of each Media Type received. ii. Remedy Media Destruction Log Ticket Number 3. Information must be matched before the CR is closed and electronic devices/media are accepted. 4. EIS Data Center Services will deposit electronic devices/media into Secured Container(s). 5. When the CEDDV collects the contents of the Secured Containers, the CEDDV will count the electronic devices. 6. Data Center Services will verify their count to the number of the CEDDV. If a discrepancy occurs, Data Center Operations will notify their Lilly supervision, which will then be tasked to work with their Quality Integrator and document in a CR detailing and determining the root cause of the discrepancy.

3.2

Client Operations Deployment and Receiving Collection of Electronic Devices

The electronic devices will be labelled with the date of receipt, Remedy ticket number and deployers/receivers initials and placed in the locked cabinets within Client Operations Deployment and Receiving area for 10 business days. On the eleventh day, the data-bearing devices will be removed from the locked cabinets and place in Secured Containers for destruction. 1. Client Operations Deployment and Receiving will log their initials, date, and number of electronic devices that are placed in the Hard drives for destruction locked cabinet on a log sheet kept inside the cabinet. 2. When the CEDDV collects the contents of the Secured Containers, the CEDDV will count the number of electronic devices.
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ELI LILLY AND COMPANY EIS Electronic Devices and Electronic Media Disposal SOP
3. Client Operations Deployment and Receiving will verify their count to the number of the CEDDV. If a discrepancy occurs, Client Operations Deployment and Receiving will notify their Lilly supervision, which will then be tasked to work with their Quality Integrator and document in a CR detailing and determining the root cause of the discrepancy. If an electronic device, e.g. hard drive, is redeployed because it has usable life, erasure of the data bearing electronic devices must be performed to meet the GIQS-STD-007 standard specifications by the owning EIS Service Area.

4. RETURN OF PLATFORM COMPONENTS TO VENDORS

Leased infrastructure platform components that must returned to the leaser will follow the leasers instructions for packing and shipment. Erasure of the data bearing electronic devices must be performed by the owning platform team to meet the GIQSSTD-007 standard specifications by the owning EIS Service Area.

5. TRAINING IN THIS PROCEDURE

All EIS Service Areas, EIS Service Area supervision, and Indiana Plant Site teams that wish to adopt this procedure will be trained by reading this procedure and acknowledging this activity electronically using TEST or using a hard copy Training Acknowledgement Form, if the TEST system is unavailable.

Title: Z1EIS-SOP-005 EIS Electronic Devices and Electronic Media Disposal SOP Owner: Cheryl Amick

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