Businesses and institutions commonly face significant challenges when developing a procedure for PC recycling, PC disposal, or general IT liquidation. Data security regulations and environmental compliance are the major concerns and liabilities that need to be met during computer liquidation.
In other words, there is no one easy way to sign over all associated liabilities to an alternative party. In order to remove the liability from your company it is necessary to perform a series of actions that will prove due diligence in selecting a computer liquidator and as well as provide documentation of ongoing proper handling of computer disposal.
Suggested Steps to Protect Your Company:
1) Institute a contract with an IT Asset Disposition (ITAD) vendor.
First and foremost it is important to identify and contract the necessary IT asset disposition services your company will require, to outline the data security requirements that need to be met, and to have the ITAD vendor certify the environmental practices that will be met over the course of various projects.
A contract should include if hard drive shredding or data wiping is necessary, what type of equipment the vendor will be removing, details on how the equipment will be inventoried, audited and reported, and a clear statement regarding how the ITAD vendor will handle any materials that cannot be sold, donated, or otherwise reused.
2)Reporting and Asset Management Tracking
Equally important to having a contract in place is to implement the outlined procedures, track the specifics of each disposal, and utilize the legal provisions developed in the contract in order to protect your company throughout use of the eWaste recycling and computer disposition services.
The ITAD vendor should be reporting the serial numbers, models, descriptions, date of pickup, and any other required information back to your company in order to document and record the details of all computer disposals and to provide useful data that can be reconciled and tracked by your company's IT asset management system.
3)Transfer of Ownership and Certificates of Destruction
Along with the asset reports / inventory, a Waiver of Liability Letter and Certificate of Destruction complete the necessary procedures for the the proper tracking of electronic waste disposal. A Transfer of Ownership / Waiver of Liability Letter is provided for every pickup of equipment made and includes a statement that the ITAD vendor takes ownership and full responsibility for the proper handling of all equipment and materials.
The only ways a company can be completely impervious to the liabilities associated with hard drive disposal, computer liquidation, and electronics recycling is to diligently source and contract a capable vendor, effectively track the disposal of IT equipment, and require an ITAD vendor to provide accurate reporting and Certificates of Destruction. With the above procedures in place one can ensure security and compliance at the end of the IT asset life cycle.Links:
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