IT COMPUTER HARDWARE RECYCLING (STATEMENT OF WORKS)
Home
About Us
Contact Us
IBM
Madge
Nortel

ATM

Most Common Products
Complete Stocklist


Madge

Complete Stocklist

IT COMPUTER HARDWARE RECYCLING (STATEMENT OF WORKS)

Recovery, Recycling and Disposal Procedure.

CONTENTS

1 INTRODUCTION

Novotec specialises in the procurement and resale of IT Networking hardware and ATM and Point of Sale Banking equipment. Novotec will purchase end-of-life, obsolete and used computer hardware that our many customers hold that are surplus to requirements.

Typically, for Network hardware platforms, this will include, but is not limited to:

  • IBM
  • CISCO
  • NORTEL/BAY
  • 3COM
  • BROCADE
  • COMPAQ
  • DELL
  • MADGE
  • ALCATEL
  • XYLAN

And many others, whilst we also stock banking equipment, including some and more of the following manufacturers' platforms:

  • NCR
  • DIEBOLD
  • FUJITSU

The company is widely recognised and established with Corporate end users within the UK and markets within the USA and Europe.

Novotec predominantly stocks second user equipment with a focus on new equipment. This benefits our end users by providing cheaper networking and banking solutions. We also manage a "buy back" scheme for shorter term requirements.

2 SCOPE

This statement of Work (SOW) defines the tasks and effort required to ensure that the recovery, recycling and disposal of surplus IT Networking hardware and ATM and Point of Sale Banking equipment is undertaken in full compliance with all legislation.

2.1 Background

Novotec recognised and developed a service to customers in the management of surplus and end of life ICT hardware and banking systems platforms, providing the opportunity to trade or dispose of surplus items of hardware.

In respect of the recycling and disposal service, the extent of which is described in this document, this is in full compliance with Data Protection and Environmental legislation - in particular the 2003 Waste Electrical and Electronic Equipment (WEEE) Directive.

3 APPLICABLE DOCUMENTS

There are a number of national and international standards which are applicable to this statement of work; in particular, the activity is compliant with the following legislation:

  • Control of Substances Hazardous to Health Regulations (COSHH) 2002; UK Legislation and guidelines
  • Environmental Protection Act (EPA) 1990
  • The Landfill (England and Wales) Regulations 2002
  • Pollution Prevention and Control Act 1999
  • Directive 2002/95/EC of the European Parliament and of the Council of 27 January 2003 on the restriction of the use of certain hazardous substances in electrical and electronic equipment
  • Directive 2002/96/EC of the European Parliament and of the Council of 27 January 2003 on waste electrical and electronic equipment (WEEE)
  • Directive 2003/108/EC of the European Parliament and of the Council of 8 December 2003 amending Directive 2002/96/EC on waste electrical and electronic equipment (WEEE)
  • Environmental Impact Assessment Directive 85/337/EC or amendment 97/11/EC
  • Waste Framework Directive 75/44/EEC and amendments 91/156/EEC and 91/92/EEC
  • Computer Misuse Act 1990
  • BS 7799 - Code of Practice for Information Security Management

4 REQUIREMENTS

The arrangement for collection, disposal, resale and recycling are the only tasks covered by this statement of work, and the actions undertaken ensure that all of the legislative and environmental requirements are fully met.

4.1 Disposal and Resale of Hardware

The following actions will be followed by Novotec for the collection, recycling or disposal of hardware:

4.1.1 Collection & Transportation

1. Novotec will arrange for and collect the equipment as specified by the customer, from the customer's site/location, this will include:

a. Customer to provide details of equipment to be collected, including number of items to be collected, make, model, serial number and age of equipment to be provided wherever possible.

b. All manuals and documented supplied with the original equipment shall be included in the cartons containing the hardware to be recovered.

c. Details - if available - of software revisions and applied fixes to be provided by the customer.

d. The equipment will be packed into cartons and sealed for security by customer staff, for collection by Novotec

e. The customer will advise Novotec at the time of order placement whether any single carton/package will exceed 25kG in weight.

f. Where single packages exceed 25kG in weight, additional costs may be incurred, or additional handling facilities required at the customer site, and may be the subject of additional charges.

2. On completion of loading, customer appointed representative will sign a consignment note to confirm that all packages agreed for collection have been collected prior to courier/transport service departure from customer site.

3. Once collected by the courier/logistics agency, no carton or package will be opened - unless by authorised personnel from HM Customs & Excise - until arrival at the Novotec warehouse.

4. Security in transit, will follow the practices defined in BS7799 Information Security management, and will include some or more of the following:

  • i. Use of couriers approved by the customer
  • ii. Provision by the customer, or if requested, from Novotec, of packaging sufficient to protect the contents from physical damage in transit, in line with the manufacturers instructions.
  • iii. Where sensitive information may be held on storage media in transit, then, at the customer's request additional measures may be taken, and may include:

a. Use of locked containers

b. Hand delivery

c. Tamper proof packaging

d. Use of split consignments and despatch by diverse routes.

5. If after departure from customer site, additional packages are found not to have been collected, this must be notified to Novotec within 24 hours.

6. Any additional equipment notified to Novotec after 24 hours will be deemed to be an additional request, and subject to a new purchase order.

7. The equipment will then be transported to Novotec's warehouse by one of the following contractors, to be selected by Novotec for the collections agreed with the customer and specified on the Purchase Order:

i. TNT

ii. UPS

iii. Other courier/logistics service provider nominated by Novotec or as agreed with the customer at the time of acceptance of the Purchase Order.

8. Customer will be advised by Novotec in advance of the name and date/estimated time of arrival of the courier at the customer location.

9. On receipt of hardware into Novotec warehouse, all equipment will be stored in a locked compound/secure storage area, pending a detailed audit.

10. On receipt of all packages as described on the original purchase order will be checked against the consignment note and any differences will be reported within 24 hours of arrival at the Novotec site. (Where these are found to be on the original order and consignment note, Novotec will arrange for their collection).

11. Where any damage, broken, or opened cartons or packages are found on arrival and following inspection by Novotec staff, the customer will be immediately advised.

12. Novotec will advise the courier of such damage immediately

13. The contents of any damaged containers will be inspected and a list of contents prepared and transmitted electronically to the customer.

14. Cartons/packages found to be damaged on arrival and after inspection will be stored in a secure area, pending further advice from the customer as to disposal.

15. Further processing of the equipment for disposal or recycling will continue only after written (email or fax) confirmation from the customer.

16. All equipment held by Novotec will be scheduled for a full audit.

4.1.2 Auditing & Markings

1. The audit process will include logging of serial numbers and other identification details on the company's secure database.

a. The audit will be undertaken when the equipment has been moved from the customer site to the Novotec warehouse.

b. By default this will be in the UK, at Novotec's St Helens site, unless specifically agreed in writing with the customer, prior to the collection of the equipment.

c. The information will be logged on the proforma, as per the example in Appendix A, and may be an electronic form, as designed and used by Novotec personnel.

d. The information will be retained for the duration of any time limits specified under existing UK and EU legislation.

e. On the expiry of any such time limit, the information will be removed from the database, and records shredded, in accordance with the relevant legislation.

f. With prior agreement with the customer, and where the original maker or reseller has requested, the details of any extant serial numbers, device type, make and model may be disclosed.

2. All identification codes and markings will be removed from the equipment at the time of the audit.

a. A list of all identification and serial numbers, as identified against customer supplied information and the Novotec standard audit and subsequently removed will be provided on written request by the customer to Novotec.

3. Where equipment has severe markings, including acid marking, it will automatically be destroyed.

a. Details of make, model and serial numbers and company markings of all equipment destroyed will be provided on request by the customer to Novotec.

4. Certificate of destruction in compliance with Directive 2003/108/EC on Waste Electrical and Electronic equipment (WEEE): an example of a typical certificate is shown at Appendix B

a. All such certificates of destruction will be supplied automatically to the customer, initially by elecronic transmission (facsimile or email), and will be followed by an original copy by post.

b. Novotec will retain electronic and hardcopy versions of all such certificates for not less than the minimum retention time specified by the regulations, or a period of 3 years from the date of collection from customer site - whichever is the greater.

4.1.3 Data Removal

1. The storage media will be audited and formatted to remove all data. The formatting process will follow the customer specified policy.

a. In the event of the customer not specifying a particular method of data removal, then Novotec will use the following software:

"Kill Disk" from LSoft Technologies Inc., which provided the capability for securely format drives, and no possibility of future data recovery. This is a DOS based application and can be run from floppy boot disk in a command line mode. Amongst the facilities offered include:

ü Overwriting data in line with the USA Department of Defense 5220.22-M standard.

ü The software detects and displays information about all partitions, hard disks and floppy drives currently connected to the processing platform.

ü Software that uses the most secure methods of erasing data, including the Gutman algorithm.

ü Ability to support removal of partitions, logical drives, unused disk space.

ü Supports multiple drive types including IDE and SCSI, and drive sizes in excess of 128GB, FAT, FAT32 and NTFS file systems.

2. The data destruction method may be specified by the customer if preferred.

3. No data will be accessed by Novotec staff, since a bootable floppy disk will be used to erase all data at the time the device is powered up.

4. The data erasure report will be saved as a file, and stored on electronic media by Novotec in line with the time limits indicated in section 4.1.2 (Para.4b) above.

5. Where Novotec is unable to access media containing data, or where the customer policy dictates, the media is automatically destroyed.

6. Certificate of destruction in compliance with Directive 2003/108/EC on Waste Electrical and Electronic equipment (WEEE)

7. This process applies to each piece of equipment regardless of age or condition.

8. Equipment will be disposed of in line with the applicable regulations as described in section 3

9. No equipment will be disposed of other than by an authorised body, as described in the regulations

4.1.4 Resale

1. All equipment that is for re-sale is sold without any software

2. Novotec will not divulge the original owner of the equipment without written consent.

3. No exception is made to this rule except in the case where equipment is purchased by Novotec with new licensed software for resale.

4.1.5 Recycling

1. All equipment that is recycled will have had data removed or be totally destroyed.

2. Provide you with certification of recycling in compliance with Directive 2003/108/EC on Waste Electrical and Electronic equipment (WEEE)

3. Certification is provided at a small charge.

4.2 General

In addition to providing this essential recovery, disposal and recycling of equipment, Novotec's selection of suppliers and partners takes account of the importance of establishing and maintaining an effective Environmental Management System (EMAS). Accordingly, Novotec will commit to selection of suppliers who:

Are able to demonstrate an Environmental and Sustainability policy aligned with ISO: 14000.

Compliance with all legislation referred to in this document.

4.2.1 ENVIRONMENTAL LEGISLATION

The following legislation will be adhered to in this Statement of Work:

· Environmental Impact Assessment Directive 85/337/EC or amendment 97/11/EC

· Waste Framework Directive 75/44/EEC and amendments 91/156/EEC and 91/92/EEC

· Waste Electrical and Electronic Equipment Directive (WEEE)

Additionally, the ISO 1400 standards are applicable, and include:

14000

Guide to Environmental Management Principles, Systems and Supporting Techniques

14001

Environmental Management Systems - Specification with Guidance for Use

14010

Guidelines for Environmental Auditing - General Principles of Environmental Auditing

14011

Guidelines for Environmental Auditing - Audit Procedures-Part 1: Auditing of Environmental Management Systems

14012

Guidelines for Environmental Auditing - Qualification Criteria for Environmental Auditors

14013/15

Guidelines for Environmental Auditing - Audit Programmes, Reviews & Assessments

14020/23

Environmental Labelling

14024

Environmental Labelling - Practitioner Programs - Guiding Principles, Practices and Certification Procedures of Multiple Criteria Programs

14031/32

Guidelines on Environmental Performance Evaluation

14040/43

Life Cycle Assessment General Principles and Practices

14050

Glossary

14060

Guide for the Inclusion of Environmental Aspects in Product Standards

In particular, the following apply directly to this Statement of Work:

4.2.2 Directive 2003/108/EC on Waste Electrical and Electronic equipment (WEEE)

Waste Electrical and Electronic Equipment (WEEE) is the fastest growing element in the municipal waste stream. There are many hazardous substances used in IT equipment including lead, cadmium, mercury, bromine compounds and arsenic.

Disposal poses a real threat of pollution to our water, air and land. The EC has issued the WEEE Directive that aims to reduce the waste arising from electrical and electronic equipment. This must be transposed into member state legislation by August 2004.

The WEE Directive sets targets that 65% of IT equipment must be recycled and materials such CRT's, LCD displays, printed circuit boards, batteries and flame retarded plastics are pre-treated before disposal.

Through Novotec's services, and this process, our customers are able to provide demonstrable compliance to the WEEE Directive.

4.2.2.1 ENVIRONMENTAL PROTECTION ACT 1990

Organisations have a duty of care to ensure that wastes are consigned to registered carriers and properly stored and disposed of at appropriately licensed facilities. Directors, Managers and other employees who deal with environmental waste matters can all be held liable and face fines and imprisonment if laws are broken.

Through our services, organisations can ensure complete compliance to the rising mountain of environmental legislation.

4.2.2.2 LANDFILL REGULATIONS 2002

The landfill (England & Wales) regulations 2002 came into force on 15th June 2002 to reduce the negative environmental effects of landfill. Certain hazardous wastes are prohibited from landfills and pre-treatment of wastes prior to landfill is required.

4.2.2.3 Information Security

In general, the relevant sections of the following documents are also complied with:

BS 7799 - Code of Practice for Information Security Management - Section 6.6 of the standard covers "Media Handling and Security". The objective of this section is to prevent damage to assets and interruptions to business activities, and outlines the recommended methods for protection of computer media, including magnetic storage media from damage, theft and unauthorised access.

(USA)DoD 5220.22-M, National Industrial Security Program Operating Manual - this document outlines the requirements, restrictions, and other safeguards that are necessary to prevent unauthorized disclosure of classified information and to control authorized disclosure of classified information released by U.S. Government Executive Branch Departments and Agencies to their contractors.
Partners
Tel: 01744 455605 / Fax: 01744 455606