RESPEC IT has a standard recycling process to follow in each instance where hardware is decommissioned and is no longer going to be used as an asset by the company.
Here are the options for how a system is recycled:
Employee at an office location recycles or donates computer
In the event the system still has some life left. We allow a system to be donated to an employee or an organization. If this is going to happen then the following requirements need to be met.
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The system needs to be fully wiped with a DOD level wipe tool and we need to have proof in IT documented of the full process completion.
Parted Magic is a tool that can be used to do this. They have instructions on their site on how to download and wipe machines with a USB key that is made.
IT will not be able to assist with the setup of a USB key tool. Creation of a parted magic tool would need to be done on a staff members own time with a personal machine.
Additionally once a machine is securely erased it will need an operating system reinstalled on it. Licensing for windows would likely need to be purchased. Sometimes the manufacturer can send restore discs that handle licenses but this would depend on the computer and vendor.
The system needs to be flagged as “retired” in Fresh Service Inventory area as it’s asset status. The proof of DOD wipe should be uploaded to the description field and a note should be made about who has wiped it and who is now responsible for owning the device.
Remove the used by field in Fresh Service so it is no longer assigned to an employee
Add a note to the description field that the machine is retired and where it is going for recycling or donation. Notes should also have the name of the person making the note.
IT Will perform the fresh service actions. Someone needs to alert them to the change in status of the machine. Do this with an itsupport.respec.com ticket and note that computer name and serial number.
IT also removes the system from Active Directory and reclaims any software licenses associated with the machine itself.
A decommissioned system must leave the office once removed from service. It can not be kept around as a ‘spare’ or used for business purposes in any way. It will not be rejoined to the company network.
Employee at the office location ships computer back to office with IT personnel
A user may choose to ship the device back to a location with a IT employee. One of the IT team members will then follow the same steps in the user recycle and donation process.
Staff members are responsible for packaging and shipping the item, IT can provide a shipping label on request but will need dimensions of box and weight.
IT will not be able to ship the machine back to the location once we have completed the work. If the device is meant to be recycled or donated in the location then the decommissioning process needs to be done on site.
Employee removes HDD and ships just the HDD to office with IT personnel
In some instances, a user may wish to remove the HDD from the system and ship it to a IT staff member for data destruction. In this instance, the user can then surplus the system however they wish. If this is the case the same documentation steps as in the user recycling and donation process still need to occur.
Staff members are responsible for packaging and shipping the item, IT can provide a shipping label on request but will need dimensions of box and weight.
IT will not be able to help with tools or instructions on how to remove hard drives. If this is to be done someone in the location with confidence in opening computers and removing parts should perform the task.