Version 1.4
Date published: February 2014
Changes from the previous revision are marked with a vertical bar in the margin
This document is a draft - before using any part of this material, Practices
should check the contents and adapt the text to suit their circumstances and
style.
DISPOSAL OF COMPUTER EQUIPMENT
INTRODUCTION
The purpose of this protocol is to ensure that redundant computer equipment is disposed
of properly, legally with due regard to Hazardous Waste Regulations and Waste Electrical
and Electronic Equipment Regulations (WEEE), and securely with regard to data which
may be contained in it.
WEEE Regulations came into effect on 2nd January 2007 and aims to minimise the impact
on the environment of the disposal of such items by increasing the proportion which is
recycled, and were amended in 2009 mainly concentrating on approved authorised
treatment facilities (AATF). These were amended and updated in the Weee Regulations
2013.
A number of commercial organisations will dispose of computer equipment on behalf of
Practices and / or PCOs and it is recommended that Practices approach the I.T.
Coordinator within the local PCO to determine if such local arrangements exist within
primary or secondary care. Where a practice wishes to dispose of computer equipment
previously supplied by the (former) PCT the local coordinator should be approached before
arranging for local disposal as the PCO may have a WEEE compliant arrangement with
equipment suppliers.
WEEE REGULATIONS
Every company which manufactures imports or brands electrical equipment is known as a
“Producer” and must have joined an approved producer scheme by 15th March 2007. A
WEEE Producer Registration number is given which must be passed on to anyone who
distributes or sells their equipment. Producers must finance the cost of treatment,
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© First Practice Management, a division of SRCL Ltd. You can download & adapt this document for use ONLY within your Practice; you
are not permitted to supply it to any other organisation.
Page 1 of 4
Version 1.4
Date published: February 2014
Changes from the previous revision are marked with a vertical bar in the margin
recovery and disposal of hazardous WEEE from 1st April 2007 and all WEEE items from 1st
July 2007.
All new products placed on the market after 1st April 2007 must be marked with a symbol.
and producer number.
POLICY
Local Disposal
Where equipment is practice owned and is supplied prior to 1st April 2007 the following
company will be used to collect and dispose of all computer equipment [Insert name of
company].
Computer equipment, including monitors and base units are classified as hazardous waste
as they contain lead. It is essential that such waste is disposed of by only licensed
contractors using approved and licensed waste receiving sites.
The Practice will only use licensed disposal companies who:

Track individual items of equipment by serial number from collection through to
disposal (whether by recycling or by charitable donation) and retain records
following disposal

Manage an ethical scheme of donation of suitable equipment to charities or similar
institutions

Remove any identifying security etching, markings, labels etc from the equipment
which has the potential to identify the surgery

Remove all data and software programs from both fixed and removable media by
means of industry standard software which is SEAP approved (Security Equipment
Assessment Panel) where the equipment is to be reused or donated

Undertake electrical safety testing of all equipment which is to be donated and
certify safety of use, thus indemnifying the Practice
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© First Practice Management, a division of SRCL Ltd. You can download & adapt this document for use ONLY within your Practice; you
are not permitted to supply it to any other organisation.
Page 2 of 4
Version 1.4
Date published: February 2014
Changes from the previous revision are marked with a vertical bar in the margin

Destroy all data media (e.g. hard drives etc) (where the equipment is to be
recycled or destroyed) Copyright FPM

Provide annual Environment Agency license documentation and waste control
notes on collection of equipment
Staff Purchase
Staff purchase of computer equipment to staff will in all cases be via the Practice’s
approved contractors who will accept redundant equipment and undertake data
removal and safety checks prior to returning it to the staff member for sale.
Where an item is offered at a price this will be set at a level to cover any costs incurred
by the Practice (if any) in bringing the item up to a satisfactory level for sale /
provision.
The Practice will offer a list of items available on an annual basis and will allow staff to
express interest. Following processing by the contractors the items will be returned to
the nominated staff members. Availability following testing is not guaranteed as this is
subject to safety testing and other measures of suitability. All software and operating
systems (unless covered by the NHS enterprise licensing agreement for staff) will be
removed.
Equipment items being disposed of due to a fault or suspected fault in the equipment,
or where there is any reason to believe that such a fault may exist will not normally be
available by this method due to the potential cost of repair.
In all cases information identifying the surgery will be deleted from the equipment, if
necessary by grinding or otherwise removing etched or engraved security markings
and this may leave residual damage to the surface of equipment.
No guarantee regarding suitability or other aspects reliability is given and the
equipment is available and accepted on this basis.
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© First Practice Management, a division of SRCL Ltd. You can download & adapt this document for use ONLY within your Practice; you
are not permitted to supply it to any other organisation.
Page 3 of 4
Version 1.4
Date published: February 2014
Changes from the previous revision are marked with a vertical bar in the margin
PCT / PCO Supplied Equipment
The PCT / PCO should be considered to be a “supplier” and for disposal of equipment
supplied after the effective dates the IT Coordinator at the PCO should be contacted to
arrange removal of the items in accordance with the PCO responsibilities and their
arrangements with their own suppliers in accordance with WEEE.
Resources
Data Protection Act 1998
http://www.opsi.gov.uk/acts/acts1998/19980029.htm
Hazardous Waste Regulations 2005
http://www.opsi.gov.uk/si/si2005/20050894.htm
Environment Agency - Waste electrical and electronic equipment (WEEE)
Electrical Equipment Safety
http://www.hse.gov.uk/pubns/indg236.pdf
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© First Practice Management, a division of SRCL Ltd. You can download & adapt this document for use ONLY within your Practice; you
are not permitted to supply it to any other organisation.
Page 4 of 4