What you need to know

There are now over 400 registered IT disposal companies in the UK, the majority of which were established after the introduction of the WEEE Directive in 2007. What is of most concern is that an alarming number of these companies are not providing a bonafide service, which could leave you liable.

Legislation regarding IT disposal (WEEE Directive) is complicated enough so to assist you in selecting a reputable disposal company, we have put together a number of basic questions to ask and information you should request, including some tricks of the trade to look out for.

1) Do they have a Waste Carrier license?

Mandatory legal requirement.

2) Do they have a Waste Management license?

This is currently a contentious issue as many IT disposal companies are trading under exemption licenses thus saving considerable cost. The Environment Agency is aware of this and is reviewing the situation.

Whilst not currently a legal requirement we would strongly recommend that you choose an IT disposal company with a Waste Management license for the added peace of mind that this brings.

For further information regarding exemption licenses please click on the following links:

http://www.environment-agency.gov.uk/business/topics/permitting/34787.aspx

http://www.environment-agency.gov.uk/business/topics/permitting/34849.aspx

3) Can they provide sample WEEE documentation?

Your disposal company must provide you with both a Hazardous Waste Consignment Note and a Duty of Care Transfer Note on the day of collection. These forms have to be signed by representatives of both the customer and the disposal company.

Ask any prospective disposal company to forward you samples of the forms they provide. If they cannot or will not supply these forms we strongly suggest you look at an alternative company.

4) Can they provide a sample asset report?

Although not a legal requirement a reputable disposal company should provide you with an asset report providing you with a detailed breakdown of equipment collected. A useful report will include:

o Equipment make & model
o Equipment specification
o Serial number
o Customer asset number
o Grade or condition
o Percentage of raw materials harvested through recycling

5) Can they provide a sample data erase certificate?

There have been a number of high profile cases over the years where leading companies have fallen foul of the data protection act by allowing sensitive and/or privileged information to reach the public domain. In most cases this can be traced back to the IT disposal company who simply did not take appropriate measures to erase or safeguard their client’s information.

Our data erase software is recognized to UK Government Restricted Standard and we produce a certificate for every hard drive detailing the drives make and serial number. Ask your prospective disposal company for a sample certificate.

6 ) Do they use their own vehicles and drivers?

In terms of sensitive data your equipment is at its most vulnerable between the point of collection and return to the disposal company, yet many IT disposal companies (including some well known ones) continue to use 3rd party carriers to collect your equipment, although they won’t always tell you this at the time. Ask your prospective disposal company to confirm their transport arrangements.

As a guide we only ever use our own liveried vehicles which are satellite tracked. Our drivers are security cleared and uniformed. In addition we give our customers an exact date and estimated time of arrival.

7) Look out for the hidden costs

Always check that your quotation includes everything. Many companies will charge you extra for things that we think should be standard and not necessarily pointed out at the time of quotation. Some examples are as follows:

- Additional cost for keyboards, mice and cables
- Additional cost for data erase that actually meets recognised standards
- Additional cost for production of an asset report detailing all equipment collected

One of the tricks of the trade is to offer customers a rebate for equipment which is often expressed as a ‘percentage of fair market value’. 50% or 75% is not uncommon, however 75% of not a lot is exactly that. The rebate value often turns out to be less than the customers expectation. There is no reason why a disposal company cannot give you a fixed value up front.

8) What you need to do.

It is illegal for an IT disposal company to remove redundant IT equipment from your site if you do not have a premises code. A premises code is basically a licence issued by the Environment Agency, which allows you to dispose of redundant IT equipment for a period of 12 months. Cost is £18 per site and you can register with the Environment Agency here.

Alternatively your IT disposal company may do this for you. CDL can do this for you for £18 plus a £2 admin fee.

Please note you do not need to apply for a premises code if your company is disposing of less than 500kg of Hazardous Waste within a 12 month period. To help you define what constitutes hazardous waste you can take guidance from the following link...

http://publications.environmentagency.gov.uk/pdf/GEHO0506BKTR-e-e.pdf

Please note that the points raised above are merely a guide and if you have any concerns or further questions please contact either CDL or the Environment Agency directly.