ICT End-of-Life Self-Audit - IT Factory Brisbane

Self-Audit Progress 0% Complete

1 About Your Organisation

Basic information so your assessment is relevant.

Your Name *

Email Address *

Organisation Name *

Phone Number

Sector / Organisation Type *

Number of Staff (FTE) *

Number of ICT Assets *

2 Current End-of-Life Process

Understanding your current process for retiring ICT equipment.

Who typically manages ICT end-of-life in your organisation? *

IT team handles everything Procurement or Finance team Facilities / Operations Shared across multiple teams (not clear owner) Fully outsourced to vendor(s)

Do you have a documented ICT end-of-life policy or procedure? *

Yes, documented and current (reviewed in last 2 years) Yes, but outdated or not reviewed recently Informal process (not documented) No formal process

Roughly how many devices do you retire per year? *

Under 50 50–199 200–499 500+ Not sure / No tracking

3 Asset Records & Tracking

How well you track your ICT assets through their lifecycle.

Do you maintain an asset register for ICT equipment? *

Yes, comprehensive (serial numbers, locations, assigned users, etc.) Yes, but basic (limited details) Partial (some assets tracked, others not) No formal asset register

Can you quickly identify which devices are ready for retirement? *

Yes, automated reports/alerts Yes, through manual review Difficult, requires significant effort No, we don't have this visibility

When a device is retired, do you record its disposal method and certificate? *

Always – linked to asset record Sometimes – depends on the device Rarely or never Not sure

4 Data Security & Destruction

Critical compliance and security measures for data-bearing devices.

How do you handle data destruction on retired devices? *

Certified vendor (NIST, DoD, or equivalent standards) Internal process using software wiping tools Physical destruction only (shredding, drilling) Inconsistent – varies by device or person None / Unsure

Do you receive certificates of data destruction for every device? *

Yes, for all devices Only for certain devices (e.g., high-value or sensitive) Bulk certificate (not per-device) No certificates received

How quickly do you typically receive data destruction certificates? *

Within 48 hours Within 1 week 2–4 weeks Over a month N/A – We don't receive certificates

5 Compliance, Audits & Reporting

Meeting regulatory requirements and audit readiness.

Has your ICT disposal process been audited in the last 3 years? *

Yes, and we passed with no major issues Yes, but there were findings/recommendations No, not audited Not sure

If audited tomorrow, could you produce a complete chain-of-custody report for retired devices? *

Yes, immediately (within 24 hours) Yes, but it would take significant effort Partially – we have some records but not complete No, we don't have this documentation

Are you required to report on ICT disposal for ESG, sustainability, or governance purposes? *

Yes, and we can easily comply Yes, but it's difficult to gather data Not yet, but planning to No requirement

6 Sustainability & Environmental Impact

Your commitment to zero-landfill and climate-positive outcomes.

What percentage of your retired ICT equipment is diverted from landfill? *

>95% (near zero-landfill) 75–95% 50–74% Under 50% Not sure / Not tracked

Do you receive environmental impact reports from your disposal vendor(s)? *

Yes, detailed reports (CO₂ avoided, materials recycled, etc.) Yes, basic reports No, but we've requested them No

Is CO₂-neutral collection/transport important to your organisation? *

Yes, required by policy Yes, strong preference Nice to have but not essential Not a priority

7 Vendor Management & Costs

Understanding your current vendor relationships and cost structure.

How many vendors do you currently use for ICT disposal? *

One primary vendor 2–3 vendors 4+ vendors None (handled internally or ad-hoc)

Do you have a formal SLA with your disposal vendor(s)? *

Yes, with clear response times and penalties Yes, but loosely defined or not enforced No formal SLA

How transparent is your current pricing for ICT disposal? *

Very transparent – fixed per-device pricing Moderate – we know approximate costs Poor – pricing varies unpredictably Not sure / No visibility

8 Your Priorities & Next Steps

Help us understand what matters most to you.

What are your top 3 priorities for improving ICT end-of-life? *

Select up to 3 options

Better data security and compliance Cost reduction and budget control Sustainability and ESG reporting Audit readiness and documentation Simplification (fewer vendors, less admin) Faster response and turnaround times Better visibility and reporting

What's your timeframe for exploring a new ICT disposal partner? *

Immediate (within 1 month) 1–3 months 3–6 months 6–12 months Just researching / No immediate plans

Additional Comments or Questions (Optional)

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