Nobody plans an IT disposal. Something else forces it: the new laptops landed and the old ones are stacked behind reception, the lease is up and the floor has to be empty by month end, or an auditor asked where last year's machines went.
The refresh
You know the delivery date months ahead. What the new kit replaces has nowhere to go, so it gets stacked in a meeting room, then moved to a store, then forgotten. Every week it sits there is a week nobody can account for it.
Book the collection when you book the delivery, and the old kit leaves the week the new kit arrives. What happens on the day is set out under IT asset recovery.
The office move
A move is the worst time to improvise. Removal firms will put a pallet of dead desktops on the van and charge you to store them at the other end, or leave them for the landlord to bill you for.
Tell us the move date and we work backwards from it. Dead kit leaves before the packing starts, so you only pay to move equipment you still use.
When the asset register stopped being true
Asset registers drift. Machines scrapped years ago are still listed. Machines in daily use are missing. A leaver was never processed and their laptop is in a drawer. The oldest equipment is the awkward part: nothing was recorded when it was put aside, so you cannot show what was on it.
Everything that leaves is logged by serial on a signed manifest. Reconcile your register against that list and the difference is your gap.
"The IT guy took them" is not an audit trail
He may well have wiped them properly. You cannot prove it. No manifest, no serial numbers, no method recorded, no date. If a device surfaces later with data on it, you cannot answer a single question about it.
A lost or exposed device holding personal data is a breach, reportable to the ICO within 72 hours where there is risk to the people involved. A laptop in a skip is that breach waiting to be found.
We never open, index or list what is on a drive. Drives are erased first, by the method set out under certified data destruction, and a Certificate of Data Erasure follows for every drive.
The finance side
Kit scrapped two years ago is often still on the fixed asset register at a written-down value, so the accounts still say you own it. Your accountant can tell you what the disposal does to your capital allowances, but not without a date and a disposal figure.
The manifest gives the date and the serial numbers, so the register reconciles line by line rather than in a lump. Resale value is credited back to you on an invoice, which is the disposal figure the accounts need. Equipment with no resale life left is recycled under the WEEE Regulations 2013.
Collection is free where the resale value in the load covers it. Where a load is all end-of-life equipment with nothing sellable in it, we quote the recycling cost before booking a date.
Five devices or five hundred
Five machines is one visit and a boot-load. Five hundred is staged across days, floor by floor or department by department, with the manifest built as we go. The paperwork is identical either way.
Starting
Email oliver@kiverefresh.com with a rough count and your postcode, or get a quote. We cover Oxfordshire, Buckinghamshire, Berkshire, Northamptonshire and Warwickshire.