What to do with old computers

Why it matters

Deleted files are often still on a drive until they are overwritten. Old computers have been resold with company documents, saved passwords and email still recoverable. Copiers, printers and phones can store data too.

Checklist

• Keep a list of company devices, so you know which ones are retired and where they went.
• Move anything needed to OneDrive, SharePoint or a server before wiping.
• Sign out and remove the device from Microsoft 365, the device management system and any software licenses.
• Wipe the drive properly. Use a reset method that securely erases the drive, or the drive maker’s secure erase tool. A quick reset may not be enough.
• Destroy drives that will not wipe, or that held especially sensitive information, through a certified service that gives you a certificate.
• Remember other devices: phones, tablets, external drives, USB sticks, and the hard drives inside multifunction printers and copiers.
• Recycle responsibly. Electronics should not go in the regular trash; use a registered e-waste recycler.
• Keep the record: serial number, date, how it was wiped or destroyed, and by whom.