Summary:
Section titled “Summary:”This standard is needed to document how we handle e-waste and to create a standard all team members are aware of and adhere to.
Assumptions, Risks, or Dependencies:
Section titled “Assumptions, Risks, or Dependencies:”Assumptions:
Section titled “Assumptions:”N/A
Risks:
Section titled “Risks:”Inconsistent processes throughout the team.
Dependencies:
Section titled “Dependencies:”A ticket must be created first to track and document the e-waste.
Requirements:
Section titled “Requirements:”E-waste pickup and disposal should be a free service. cIT has an established relationship with a vendor that does not charge for this service as long as the pickup is over 10 qualifying items (see link below for items list). It is important that if for some reason this relationship ends, a new vendor is selected that does not charge for this service. As of March 2024 we are using: Elian Electronics Recycling https://www.elianelectronicsrecycling.com/services
Standard:
Section titled “Standard:”E-waste at the cIT Office. E-waste can end up at the centrexIT office in a number of different ways. One, a client creates a request to have equipment picked up for e-waste. Two, a computer brought in for provisioning is end of life or beyond repair and is deemed to be e-waste. In either case when there is a requirement to e-waste the equipment the standard needs to be followed. Any client facing role at centrexIT may be in a position to be provided e-waste to bring to the centrexIT office for disposal. It is crucial that there is always a service ticket created for these requests so it can be documented what equipment was brought in and the serial numbers of the devices and media can be documented. When the equipment is dropped off it needs a warm hand off with the Provisioning Technician so the necessary information can be captured for the “Client Media Sanitization” log if applicable. The same process applies to any CIT owned equipment.
E-waste at client location: In some cases when there is a large amount of equipment (over 10 items) it makes sense to have the e-waste vendor pick up the e-waste directly from the client’s office. If this is the case, it still needs some oversight from centrexIT to be sure no equipment is e-wasted that has media still inserted. It may be necessary to have a cIT representative onsite prior to the e-waste pickup to remove the media and bring it back to cIT headquarters to be processed following the “Media Sanitization” KB. Once it is verified media is not present in the e-waste, coordination with the cIT Office Manager can proceed to schedule the e-waste pickup. The current vendor we use for e-waste pickup will pickup for free from the client location in San Diego, Riverside, and Orange County, if the client has over 10 qualified items (see link above for qualified items). *If client is located outside the geographical distance the e-waste vendor will travel there may be other options available to have the e-waste removed and drives destroyed following NIST 800-88 standards. Please contact Katie McEvoy directly to discuss further. Options may be ScalePad or Elian Electronics Recycling nationwide service.
Certificates of Destruction: In some cases the client may request a certificate of desctruction for the actual e-waste equipment. If this is the case, please notify the Provisioning Technician and Office Manager so they can see to it that this equipment is kept separate and labeled with the client’s information/name so that when the e-waste pickup occurs a certificate can be generated. Non-Qualified Items or Large Items: Ask Office Manager to contact vendor. They may pickup items for a fee which should be invoiced to client.
External References:
Section titled “External References:”- EXTERNAL only – i.e., industry best practices, CIS18, this is not for cIT internal references
Definitions:
Section titled “Definitions:”- What is NIST 800-88? NIST 800-88, also called NIST Special Publication 800-88 (NIST SP 800-88), Guidelines for Media Sanitization, is a U.S. government document providing robust methodological guidance for erasing data from storage media (media sanitization). Its objective is to ensure that any data found on storage media is irretrievable. Originally established for government use, NIST 800-88 is now widely adopted and recognized by governments and corporations alike as the best-in-class method for ensuring effective media sanitization.
Note: Please add KB relationships to core process, process, SOPs or other WIs on the right.