Surplus Process for District Offices

Due to the complexities of managing state inventory of desktop computers, laptops, furniture, printers, TVs, etc., the Tennessee District Attorneys General Conference is working with the Tennessee Department of General Services to assist district offices equipment surplus and removal.

When any district office has items that need to be picked up and sent to either the Conference Office or the Department of General Services, please follow the instructions in this post to process your request.

Surplus Pickup

Each District Attorney General will designate a Point of Contact and/or Backup Point of Contact to request surplus item removal. The appropriate form will need to be filled out and completed in conjunction with creating the request in Fusion (for state tagged items) to request surplus for sensitive items.

Non-Sensitive items are described as furniture, cameras, printers, TVs, etc.

Sensitive items are any item described as a desktop, laptop, tablet, external hard drive, etc.

Non-Sensitive Items

The surplus request form Non-Sensitive Surplus Request Form is to be filled out and completed. After completion, send an email notification and attach the form in the email to fiscal@tndagc.org.

Upon approval, the Point of Contact or the Backup Point of Contact submits the pickup request in Edison. For detailed instructions please view the Agency Surplus Manual.

All non-sensitive items with a state tag number are to be marked in Fusion by the Point of Contact or Backup Point of Contact by:

1. Signing into Fusion.
2. Clicking Inventory Management.
3. Locating the item that needs to be sent to surplus.
4. Click the Surplus this item option.
5. Then select the method that best applies to your situation.

When General Services has picked up your items, the items will need to be marked in Fusion as Item Taken by General Services.

Sensitive Items

The surplus request form Sensitive Surplus Request is to be filled out and completed. After completion, send an email notification and attach the form in the email to helpdesk@tndagc.org. This will create a ticket in the help desk for tracking purposes.

Items with state tag numbers are to be marked in Fusion by the Point of Contact or Backup Point of Contact by:

1. Signing into Fusion.
2. Clicking Inventory Management.
3. Locating the item that needs to be sent to surplus.
4. Click the Surplus this item option.
5. Click Request Surplus for Asset.
6. Click the selection for Conference Surplus Request (Sensitive Assets) and Save.

The IT Inventory Officer will work with the Point of Contact or Backup Point of Contact in the district to schedule the logistics of item(s) transfer. The items will need to be either shipped to the Conference Office, picked up by Conference Staff, or physically delivered to staff in the IT Department.

When the IT Department has received the sensitive item(s), they will update the status in Fusion to Waiting in Conference Office to be Wiped.

All items will be wiped/sanitized by IT Staff followed by a status update in Fusion stating the item(s) are a Cleared Asset at Conference Awaiting State Pickup.

A Sanitization Form will be completed by the IT Department and a copy can be requested by the Point of Contact or Backup Point of Contact from the district.

A request from the IT Department for mass surplus of items will be submitted to the Fiscal Property Officer and a Multi-item Sanitization Form will be provided when the surplus threshold has been reached.

When General Services has picked up the items, they will be marked in Fusion as Item Taken by State Surplus by the IT Inventory Officer.

Links to the Forms

Agency Surplus Manual

Agency User Security Authorization

Non-Sensitive Surplus Request Form

Office of Internal Audit Property Communication Form

Sensitive Surplus Request Form

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