The Policies and Guidelines for Computers Used by Clerks for Church Record Keeping documents the policy for dealing with computer hardware, and the specific responsibilities of the stake technology specialist in this area.
The local FM Group is responsible for procuring computers and printers. There is no cost to the local unit for the purchase. There are no special forms; simply contact the FM Group and tell them what you need. They will order hardware based on what they have in stock and current guidelines that they have been given.
Computers for new units
Computers for new units are obtained according to this policy:
- "When a new ward is created in a location where MLS is authorized, the stake physical facilities representative contacts the FM group, which orders the new computer and printer."
Except for replacements required by hardware failures that are too expensive to repair, the following policy applies:
- "Each record-keeping computer’s central processing unit (CPU) is normally replaced on a five-year cycle. The stake physical facilities representative works with the FM group during the fourth year of the computer’s life so that funds from the annual plan can be requested in order to replace the CPU during the fifth year."
The above policy is subject to local and area FM budgets. In particular, for the budget year 2009, most FM Group budgets were drastically decreased, which led to changes in the local policies for computer replacement. In most cases, the regular replacement policy has been suspended; computers are replaced only when they cannot be repaired under policy.
"After the manufacturer’s warranty has expired, computer repairs become the responsibility of the FM group. The FM group completes a cost analysis to determine whether to repair or replace a computer that is no longer under warranty but is not yet scheduled for replacement."
Local units are responsible for normal supplies such as printer toner. These are paid for from budget funds.
Computer transfer and disposal
Administrative computers that are being replaced are not to be transferred. Disposal instructions for a computer that is replaced will come from the FM Group with the replacement computer. "PCs, monitors and related equipment absolutely should not be disposed of in a dumpster or other waste disposal. They are considered hazardous waste and the Church can be held at significant liability for PCs that are improperly disposed of."
Erasing hard drives
Once a computer has been replaced, the stake technology specialist is responsible for wiping the hard drive and disposing of the old computer according to current policy. Before disposing of any computer hardware, the stake technology specialist should first consult with his local facilities management group.
You can choose the solution you use for wiping the hard drive. We have two recommended applications for doing this:
- Eraser, available for download at mls.lds.org
- DBAN, available from Sourceforge (Download DBAN). See a step-by-step guide for Limpeza de um disco rígido com DBAN.
- Policies and Guidelines for Computers Used by Clerks for Church Record Keeping, p. 1.
- Policies and Guidelines for Computers Used by Clerks for Church Record Keeping, p. 2.
- Policies and Guidelines for Computers Used by Clerks for Church Record Keeping, p. 1-2.
- Post on the Tech Discussion Forum
- Policies and Guidelines for Computers Used by Clerks for Church Record Keeping, p. 3.