Disposing of Radiation Producing Machines

A simple guide for University of Kentucky departments on the proper procedure for decommissioning and surplussing X-ray equipment. Following these steps ensures compliance with university policy, state regulations, and data security protocols.

Action: Submit an IT Ticket for Hard Drive Destruction (if applicable)

If your X-ray machine stores any patient information, your first step is to protect that data. To ensure patient confidentiality and maintain HIPAA compliance, the hard drives must be professionally destroyed.

• What to do: Submit a service ticket to UK Information Technology (IT) requesting hard drive destruction for the unit you are surplussing.

Action: Formally Request Decommissioning

Before the equipment can be moved or disposed of, it must be officially decommissioned by the Radiation Safety office.

• What to do: Notify the Radiation Safety office in writing when you are ready to begin the process.
• Use this form: X-Ray Equipment Move Request - Fill out and email to radsafe@uky.edu

Once notified, the Radiation Safety team will:

• Physically render the equipment inoperable.
• Apply an official clearance tag to the machine.
• Send a formal letter to the State of Kentucky to dissolve the operating license for the unit.

Action: Fill out the official UK disposition e-form

Since the equipment is university property, you must complete the paperwork to have it officially removed from your department's inventory.

• Form Link: UK Surplus Property Disposition e-Form
• Important: On the form, you must clearly state that the machines are inoperable and should be recycled.

For more information, you can visit the UK Surplus Property Website.

Action: Coordinate the final removal with the Surplus team

The final step is the physical removal of the equipment.

• Cost: There is no charge for the Surplus department to pick up the items.
• Recommendation: According to the Assistant Director of Procurement Services, it is more efficient and cost-effective to have the units recycled directly from their current location. Discuss this option with the Surplus team when you schedule the pickup to avoid unnecessary transport.