IT

 Disposals  Guidelines  
• Data  and  software  must  be  removed  using  secure  destruction;  this  means  a  minimum  3  
times  data  wipe  or  physical  destruction  of  the  drive.  
• All  asset  tags  must  be  fully  removed.  
• A  documented  transfer  of  ownership  must  occur.  

For  equipment  to  be  recycled  

• Compliance  with  all  waste  laws  and  avoidance  of  ‘land  fill’  whenever  possible  
• Recycling  to  occur  in  country  
• Certificate  of  destruction  provided  

For  equipment  to  be  remarketed  

• Assessment  on  remaining  life  cycle  

• Statuary  safety  test  carried  out  
• Fair  market  value  attained  
• No  WPP  software  licenses  can  be  re-­‐sold  

Quarterly  reporting  showing  

• Asset  tags,  serial  number,  make  and  model  

• QTY  of  systems  refurbished  for  re-­‐sale  
• Weight  of  IT  waste  recycled  

   
Why  is  this  such  a  critical  issue?  

1. Data  security  

2. Corporate  responsibility  commitments  &  profile  

3. It’s  the  right  thing  to  do!  

Can  we  not  give  the  equipment  to  charity?  

Given  the  equipment  to  charity  often  means  transferring  the  e-­‐waste  disposals  problems  as  well.  
The  better  solution  is  to  go  through  a  fair  market  value  assessment  and  donate  any  money  
recovered  to  your  chosen  charity.  They  can  then  purchase  refurbished  equipment  from  a  number  of  
sources.  

Can  we  give  equipment  to  staff?  

As  above,  we  are  in  essence  transferring  the  problem  of  e-­‐waste  to  our  employees.  Most  equipment  
donated  to  staff  has  a  very  short  life  span  and  then  needs  to  be  disposed.  You  still  also  need  to  
ensure  that  full  transfer  of  ownership  occurs,  reporting,  asset  tag  removal,  data  destruction  and  
software  license  removal.  There  are  also  potential  tax  issues,  as  equipment  would  need  to  be  
assessed  against  ‘fair  market  value’  and  declared  as  a  benefit  in  kind.    

There  are  a  number  of  companies  offering  free  or  cheaper  collections;  can  I  use  these  instead  of  
the  appointed  WPP  supplier?  

No  as  we  would  need  to:  

1. Review  all  terms  and  conditions  and  have  them  approved  by  legal  to  full  compliance  with  
our  disposals  policy.  

2. Assess  each  supplier  to  ensure  they  are  fully  vetted  from  a  financial,  capabilities  and  
compliance  to  regulation  and  industry  best  practice.