WSB Policy: Information Technology Asset Disposal

Purpose

1. Information Technology (IT) equipment often contains parts which cannot simply be thrown away. Proper disposal of equipment is both environmentally responsible and often required by law. 
2. In addition, hard drives, USB drives and other removal storage media contain various kinds data, some of which is considered sensitive. In order to protect the World Scout Bureau’s (WSB) data, all storage mediums must be properly erased via the use of special tools that securely erases data prior to the equipment being disposed of.
3. The purpose of this policy it to define proper guidelines for the disposal of technology equipment and components owned by WSB.

Scope

1. This policy represents the WSB’s official position and works in conjunction with all other relevant policies which may be developed at a local level. This policy applies to:
   • All WSB Offices globally.
   • All WSB Responsible & Relevant IT support staff.
2. This policy applies to any computer/technology equipment or peripheral devices that are no longer needed within the WSB including, but not limited to the following: 
   • personal computers,
   • servers,
   • hard drives,
   • laptops,
   • mobile devices,
   • peripherals (i.e., keyboards, mice, speakers),
   • printers,
   • scanners,
   • portable storage devices (i.e., USB drives),
   • printed materials

Policy

IT Equipment Disposal

• 1. When IT assets have reached the end of their useful life, they should be sent to the IT Department for proper disposal. The useful life span of devices is provided in the WSB IT Hardware Guidelines document.
  2. The IT Department will securely erase all storage mediums in accordance with current industry best practices. On a MacBook device the Secure Data Disposal is done using Disk Utility application. On a Windows device the Secure Data Disposal is done using the format c:/ p command via the Command Line Interface (CLI).
  3. All data including, all files and licensed software shall be removed from equipment using disk sanitizing software that cleans the media overwriting each and every disk sector of the machine with zero-filled blocks, meeting United States Department of Defense standards.
  4. No computer or technology equipment may be sold to any individual other than through the processes identified in this policy (Section 3b below).
  5. No computer equipment should be disposed of via skips, dumps, landfill etc. Electronic recycling bins may be periodically placed in locations around the World Scout Bureau premises.  These can be used to dispose of equipment.  The IT Department will properly remove all data prior to final disposal.
  6. All electronic drives must be degaussed or overwritten with a commercially available disk cleaning program. Hard drives may also be removed and rendered unreadable (drilling, crushing or other demolition methods).
  7. Computer Equipment refers to desktop, laptop, tablet or netbook computers, printers, copiers, monitors, servers, handheld devices, telephones, cell phones, disc drives or any storage device, network switches, routers, wireless access points, batteries, backup tapes, etc.
  8. The IT Department will place a sticker or note on the equipment case indicating the disk wipe has been performed. The sticker will include the date and the initials of the technician who performed the disk wipe.
  9. IT equipment with non-functioning memory or storage technology will have the memory or storage device removed and it will be physically destroyed.

Employee Purchase of Disposed Equipment

1. Equipment which is working but reached the end of its useful life to WSB will be made available for purchase by employees.
2. A lottery system will be used to determine who has the opportunity to purchase available equipment.
3. All equipment purchases must go through the lottery process. Users cannot purchase their office computer directly or “reserve” a system. This ensures that all employees have an equal chance of obtaining equipment.
4. Finance and IT Department will determine an appropriate cost for each item (i.e. Net Book Value).
5. All purchases are final. All IT equipment on offer is offered on the basis of “As-is, where-is”. No warranty or support will be provided with any equipment sold.
6. All Windows notebooks and desktop systems on offer will not be furnished with an operating system. All MacBook systems will be erased and installed with a Mac OS system.
7. Any equipment not in working order or remaining from the lottery process will be donated or disposed of according to current environmental guidelines.
8. Prior to leaving the WSB premises, all IT equipment must be removed from the IT Asset Register.

Roles & Responsibilities

Policy Distribution & Awareness

This policy and it's supporting policies, standards and guidelines will be published on the WSB Dropbox.

Soft copies of the policy and its supporting policies, standards and guidelines will be available on WSB Staff Support Center.

The IT Personnel and/or the Senior Manager, Digital & IT Services may make periodic policy announcements by email.

WSB line managers will ensure that all existing and new staff, contractors, consultants, interns, volunteers and third-party commercial service providers who report to them are made aware of and have access to the policy and its supporting policies, standards and guidelines.

Individuals requiring clarification on any aspect of the policy and its supporting policies, standards and guidelines and/or advice on general I.T. security matters may email their queries to the Senior Manager, Digital & IT Services or the local IT Personnel.

Exceptions to this Policy

Exceptions to the guiding principles in this policy must be documented and formally approved by the Global Director, Communications , with evidence of support from the appropriate Senior Management Team.

Policy exceptions must describe:

• The nature of the exception.
• A reasonable explanation for why the policy exception is required
• Any risks created by the policy exception.
• Evidence of approval.

Policy Enforcement

The WSB reserves the right to take such action as it deems appropriate against individuals who breach the conditions of this policy. WSB staff, contractors, consultants, interns and volunteers who breach this policy maybe subject to disciplinary action, including suspension and dismissal as provided for in the WSB disciplinary procedure.

Breaches of this policy by a third-party commercial service provider, may lead to the withdrawal of WSB information technology resources to that third party commercial service provider and/or the cancellation of any contract(s) between the WSB and the third-party commercial service provider.

The WSB reserves the right to refer any use of its IT resources for illegal activities to the relevant Authorities.

Review & Update

This policy will be reviewed and updated annually or more frequently if necessary, to ensure any changes to the WSB’s organisation structure and business practices are properly reflected in the policy.