Anyone Paying Attention To Your Company's Old PCs?

By William K. Woodman



Corporations are not paying attention to their inventory of old computer equipment and this may inadvertently cause them trouble. In order to protect themselves, companies need an "exit strategy" to deal with privacy and data security issues as well as the financial, environmental and legal implications to consider when disposing of old equipment.

Businesses that discard outdated equipment often overlook the critical steps of ensuring that proprietary data and purchased software are no longer accessible from the computer's hard drive. Compromising the privacy of a company and its clients could be devastating, especially when dealing with highly sensitive information such as trade secrets, medical records and financial information.

Deleting files or reformatting the hard drive is not sufficient because information is still present and can be retrieved. In order to ensure a company's privacy, proprietary information must be permanently destroyed. This requires sanitization or physical destruction of the hard drive to eliminate data, programs, codes and passwords. After disk sanitization, reformatting the drive will prepare the machine for its next owner or safeguard it against corporate espionage and theft.

Companies have two choices concerning disk sanitization. The first choice is to purchase a wipe disk program, which requires training, staffing and the necessary IT equipment. This function is time-consuming, labor intensive, costly and it provides no remedies for proper data protection. The second choice is to outsource this function to a business that specializes in data security and asset retirement services. Since this is easier, less costly and more secure, it is an attractive option for businesses.

Businesses also need to be aware of the environmental concerns regarding the destruction of old computers. Companies should not consider their old machines as ordinary waste because they contain hazardous materials that are detrimental to the environment. Companies have a responsibility to follow environmental practices that will reinforce their position as a good corporate citizen while also protecting their public image. The question of what to do with this new technology waste stream is becoming a problem and may soon reach epidemic levels.

If companies contract their obsolete equipment to a reputable recycler, this guarantees them that the parts are stripped off responsibly and the disposal of hazardous materials is compliant with environmental regulations. The company is generally issued a certificate of destruction. Companies that do choose to enlist a used computer broker must be wary of ones that call themselves "recyclers" because the machines potentially could be taken to a scrap yard or off-shore broker. The equipment would then be shipped whole to overseas locations with your company's identification and serial numbers intact and, even though the equipment is out of your company's hands, it can always be traced back to the original owner via the serial number. Since companies are ultimately responsible for their equipment, it is important to know who is handling your technological waste and what is happening to it once it is out of your possession.

There are many stages to a computer's life, including from the time it becomes obsolete until it reaches its final disposition. This process is referred to as "asset retirement" and it includes removal/pickup from your office location, detailed auditable reporting, logistics management for multiple devices, auditable processing to ensure data security, testing equipment, EPA compliant disposal and recycling.

There are many risks associated with PC disposal and it is critical that businesses start to be aware of their options concerning their old PC equipment. The following are guidelines to assist your businesses in preparing for your IT assets' end of life process:



Guidelines

- Create An Exit Strategy: At the time of procurement, plan an exit strategy for PC and other IT-related equipment disposal. Designate a service provider to handle this process; identify each step from desktop removal to final destination.

- Develop An "End Of Life" Budget: There is a cost attached to disposing of things and the same is true for computer equipment. Companies are not going to get away with cost-free PC disposal and they should plan a budget at procurement.

- Security-Prevention Is Key: Do not wait for disaster to strike - once your company's proprietary information leaks to the public, it is too late. Take precautions to ensure that this will not happen by requiring your service provider to supply a certificate of destruction and indemnification. Include the step of professional disk sanitization for all of your company's hard drives before your old computers are discarded or resold.

- Outsource Recycling: Research any recycling operation you might entrust with your computer equipment to ensure that they are reputable. If possible, visit the outsourcer's recycling facility to see firsthand how their operation works.

- Tie Up Loose Ends: If your company has leased equipment, be sure to understand what items need to be returned at the end of the lease term, including laptops, manuals and power supplies. Manage the financial risk up front with a reputable service provider that has a proven process.

- Consult A Retirement Professional: Consult with a company specializing in asset retirement and recycling to get the best advice, allowing your company to make an informed decision. Evaluate their scope of services, processes, pricing, track record and references to discover if they are a capable and experienced company.



William K. Woodman, is chairman and CEO of SpaceFitters, Inc. He can be reached at 800-734-2209.