The purpose of this policy it to define the guidelines for the disposal of technology equipment, components and media owned by Infinity Works Consulting.
This policy applies to any computer/technology equipment or peripheral devices that are no longer needed within Infinity Works Consulting including, but not limited to the following: personal computers, servers, hard drives, laptops, mainframes, smart phones, or handheld computers (i.e., Windows Mobile, iOS or Android-based devices), peripherals (i.e., keyboards, mice, speakers), printers, scanners, typewriters, compact and floppy discs, portable storage devices (i.e., USB drives), backup tapes, printed materials.
All Infinity Works Consulting employees and contractors must comply with this policy.
- When Technology assets have reached the end of their useful life they should be sent to the Systems Manager for proper disposal.
- The Systems Manager will securely erase all storage mediums in accordance with current industry best practices.
- All data including, all files and licensed software shall be removed from equipment using disk sanitising software that cleans the media overwriting each and every disk sector of the machine with zero-filled blocks, meeting Ministry of Defence standards.
- No computer or technology equipment may be sold to any individual other than through the processes identified in this policy (Employee Purchase of Disposed Equipment, see section below).
- No computer equipment should be disposed of via skips, dumps, landfill etc. Electronic recycling bins may be periodically placed in locations around Infinity Works Consulting. These can be used to dispose of equipment. The Systems Manager will properly remove all data prior to final disposal.
- All electronic drives must be degaussed or overwritten with a commercially available disk cleaning program. Hard drives may also be removed and rendered unreadable (drilling, crushing or other demolition methods).
- Computer Equipment refers to desktop, laptop, tablet or netbook computers, printers, copiers, monitors, servers, handheld devices, telephones, cell phones, disc drives or any storage device, network switches, routers, wireless access points, batteries, backup tapes, etc.
- The Systems Manager will place a sticker on the equipment case indicating the disk wipe has been performed. The sticker will include the date and the initials of the technician who performed the disk wipe.
- Technology equipment with non-functioning memory or storage technology will have the memory or storage device removed and it will be physically destroyed.
- Equipment which is working, but reached the end of its useful life to Infinity Works Consulting, will have it memory cleared/deleted and then made available for purchase by employees.
- A lottery system will be used to determine who has the opportunity to purchase available equipment.
- All equipment purchases must go through the lottery process. Employees cannot purchase their office computer directly or “reserve” a system. This ensures that all employees have an equal chance of obtaining equipment.
- The Finance team will determine an appropriate cost for each item.
- All purchases are final. No warranty or support will be provided with any equipment sold.
- Any equipment not in working order or remaining from the lottery process will be donated or disposed of according to current environmental guidelines (following deletion of it memory).
- Infinity Works Consulting will ensure that contracts are in place to donate or properly dispose of outdated technology assets.
- Prior to leaving Infinity Works Consulting premises, all equipment must be removed from the ISO Fixed Asset Register.
The ISMS Committee will verify compliance to this policy through various methods, including but not limited to, business tool reports, internal and external audits, and feedback to the policy owner.
Any exception to the policy must be approved by the ISMS Committee in advance.