CompuMentor's Recycled Computer Equipment Tips for Schools

It's difficult to turn down free computers. But before you consider accepting donated equipment, understand what kind of computer equipment you need.

You're likely to see more donated computers, due to the mounting number of laws and regulations requiring companies and individuals to properly dispose or donate their older equipment. However, donated PCs can only be of use to your school district if they fit well into your school’s existing computer systems or networks and can run the applications you need them to run.

In most cases, computers at schools don't operate on a stand-alone basis as they do in your home. Rather, PCs are typically connected to a network. CompuMentor has found that it's better to place newer systems (Pentium IIIs and faster) in administrative offices and older computers in training labs and classrooms. Be aware that anything slower than a Pentium II computer doesn't have the processing power to handle today's software or Internet applications.

CompuMentor also recommends that you don't accept non-working equipment, unless you're certain that your tech support team can repair it, or you want to use it in a training program geared towards fixing computers. One such program is Students Recycling Used Technology (StRUT), which teaches students to repair and refurbish donated computers for use in local schools.

If you're unsure if a donated computer will be useful to you, refer donors to a refurbisher or recycler. Refurbishers usually handle newer equipment that they fix for reuse. Recyclers accept older equipment, take out useful parts, and break down the rest for materials recovery. If your school can't accept a computer equipment donation, provide people with alternatives to properly dispose of equipment. Find listings on TechSoup's Recycled Hardware page or via the Microsoft Authorized Refurbisher .

Other Recycling Tips:

1. Whenever possible, seek donations from a reputable refurbisher.

   Rather than soliciting or accepting donations directly from individuals or businesses, apply to refurbishers. This gives you a better chance of getting good equipment in working order. Once again, find refurbishers via the Microsoft Authorized Refurbisher and see additional listings of refurbishers at TechSoup. To apply to receive U.S. Federal Government surplus computer equipment see the Computers for Learning program.

2. If you accept a donation, try to get software that goes with the donated computer.

   This is important because computer software can eventually get corrupted and need to be reinstalled. It's useful to have any original CDs or discs that came with the computer because they contain device drivers and technical manuals needed for fixing the machine.

   In addition, if you get the discs and manuals, this is usually enough to make transfer of the software legal. Be sure to keep documentation and manuals for Windows operating systems, which require a separate Certificate of Authenticity (COA) number for each computer. (You'll be charged extra money if you end up in a software audit and don’t have the original discs or the manual with COA.)

   Your district probably owns other software that requires site-licensing agreements, meaning you have permission to use the software on all computers in several schools. In this case, you won't need separate numbers and licenses for each computer.

   Are you aware that software companies are making it more of a priority to discover and prosecute software piracy (using unlicensed software)? We encourage you to tighten your policies requiring systematic inventory of your computers, software, documentation, and licenses to minimize your exposure to this liability. If you need no-cost Windows licensing for Pentium II and slower donated computers, see Microsoft Education's Fresh Start for Donated Computers program.

3. Remember the accessories.

   Don't forget about the keyboard, monitor, mouse, printer, modem, or any other accessories that you'll need for donated PCs. Ask for any packaged software that donors might be willing to part with. An office suite such as Microsoft Office or Lotus SmartSuite is among the more useful software to have.

4. Delete personal information.

   If the donor didn't do this ahead of time, make sure that your technical people cleanse data from the hard drives of donated computers using software that adheres to U.S. Department of Defense 5220.22-M guidelines. This type of software-based data cleansing systematically overwrites all addressable locations on hard drives with random characters. There are a number of commercial software applications you can use for this purpose, and also some freeware like Killdisk and Darik’s Boot and Nuke (DBAN).

5. Finally, dispose of your obsolete computers responsibly.

   Find listings of recyclers at: TechSoup's Recycled Hardware page.

   Visit ElectronicsRecycling.com equipment recyclers.

   Or try Electronic Industries Alliance.

   Many schools are also refurbishing their older computers and doing giveaway programs to their students as a regular part of their curriculums.

About CompuMentor

CompuMentor is a San Francisco-based nonprofit organization whose mission is to act as a bridge to the information age for schools and organizations serving low-income communities. In addition to offering hands-on consulting services, CompuMentor operates TechSoup.org , the technology Web site for nonprofits. CompuMentor is developing an array of programs to coordinate and research computer reuse around the country. As a first step, the organization built one of the major national computer recycling information and referral Web sites in the country, which is available at: http://www.techsoup.org/recycle.