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Does your company have an end-of-life policy in place? PDF Print E-mail

Chapter (Number) 

Section (Number) 

Policy No.: (Policy Number) 

PC Recycling and End-Of-Life Asset Policy

 PURPOSE

 A department may process computer equipment that is no longer required for various reasons:

  • Exceeded useful lifespan
  • Wear, damage, or deterioration
  • No longer utilized
  • Excessive cost of maintenance
  • Obsolescence
  • Replaced with newer model

The common factor being that the equipment is considered surplus to the requirements of the department.

An employee ceasing employment with the Company would be required as part of the exit process to turn over all Company property, including laptops and other portable storage media.

The purpose of this policy is to ensure that all sensitive data and information and documents as may be contained in computer equipment and other storage media (collectively “computer equipment”) are effectively erased prior to computer equipment being disposed (upon becoming surplus to requirements) or reassignment of storage media to different personnel.

SCOPE

This policy covers all computers and storage media owned by the Company and all data, information and documents owned or licensed by the Company that are subject to statutory, regulatory or contractual confidentiality obligations and contained in such computers and/or storage media.           

DEFINITIONS

3.         Terms                            Definitions

POLICY

Data Leakage Prevention

With any transfer/disposal of computer equipment it is critical that all data, information and documents whatsoever contained in the computer equipment is effectively erased to permanently remove and destroy all traces of data and software whatsoever from all data containing devices including but not limited to, hard drives, floppy disks, tape, CD-ROM etc.

Means of Disposal

Transfer/Redistribution

An effort should be made redistribute the computer equipment within the Company to personnel or departments that may make use of the equipment. The computer may be put back into service as is or with very minimal modification (e.g. adding a larger hard drive or more memory).

Recycling

Computer equipment can be recycled or disassembled for parts and supplies for reuse of components, where possible.

Disposal 

If it is determined that computer equipment cannot be reused or recycled, then it should be disposed of in compliance with applicable laws for environmentally-responsible disposition and in accordance with the Company’s computer disposal procedures. Computers will be considered obsolete when they can no longer provide a “basic level of service” or have exceeded their useful life.

Computer Disposal Procedures

  • The department with surplus equipment will notify the Information Technology Department/Secretariat (“ITD”) via e-mail copying the Chief Information/Technology Officer.
  • ITD will assess the condition of the equipment at the departmental location and determine the means of disposal, as listed above.
  • Based on ITD’ assessment of the equipment, the department will:-

coordinate the transfer of equipment to the person charged with control of the Company’s inventory and assets;

arrange the transfer of the equipment to the designated secure storage space pending periodic disposal, or

reassign or redistribute to another person or department in the Company as necessary.

  • An Inventory Transfer form must be filled out and signed by authorized department personnel prior to disposal or transfer. All paperwork generated shall be maintained by the Company’s Chief Information/Technology Officer. Copies shall also be kept by the ITD, the originating department and the receiving department for tracking purposes.
 

Did You Know

arrow Identity theft is the top consumer complaint in the USA according to the Federal Trade Commission.

arrow US consumers reported fraud loss totalling more than $1.1 billion in 2006.

arrow Credit card fraud (25%) was the most common form of reported identity theft in the US in 2006.

arrow More than 100 000 people are affected by identity theft each year in the UK

arrow According to Privacy Rights Clearinghouse, more than 350 data loss incidents involving more than 140 million records have occurred since February 2005

arrow Organisations are obliged by law to take take adequate steps to ensure the proper disposal of data


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