Donated Computers For Nonprofits

Donated and refurbished computers can be a boon to cash-strapped nonprofits, schools, and technology programs that serve low-income communities. Pentium-level computers are now over five years old, and millions of them are being disposed of. But organizations should still be cautious about accepting just any computer that is offered to them.

Direct donations from individuals or companies can be a tempting option, but organizations should be wary. If you aren't absolutely sure the computers will run your necessary software -- and that the machines are in good working order -- consider referring your would-be donors to computer refurbishers or recyclers, which have the expertise to fix many machines or harvest their working parts. Otherwise, you might be stuck with computers you can't use and you'll need to recycle, which can cost time and money.

Your best bet for acquiring recycled computers is a computer refurbisher. The number of nonprofit computer refurbishers has grown quickly, as TechSoup's listings of computer recyclers and refurbishers  shows. Consider carefully what kind of a computer you need before you go. You may think an older computer will fulfill your needs, but consider exactly what programs (and what versions of these programs) you need to run. Check the minimum system requirements first, and don't accept any computers that don't meet or exceed these requirements.

Even if you find an older computer acceptable, you might have a difficult time finding the software that will run on it. Software makers do not typically sell older versions of their software. In fact, older software can be near-impossible to find. Be sure you can find the software you'll need before accepting an older computer. Remember that older computers need older software; new software just won't work.

Keep in mind that Open Source software will often run on older computers. This option can require a good amount of technical know-how, so be sure to line up the necessary expertise first. Be sure, also, that you don't need to run any software that isn't available in open source versions. Read "Going with Open Source Software " to learn about other considerations.

Check out the article "Resources for Older Computers " for more information about getting the most from old computers.

Many refurbishers will charge for their machines. They may spend $100 upgrading an older PC so that it can run available software, and they need to recoup their costs. Still, a working machine that runs current software is a valuable thing. Many nonprofits that balk at paying for older equipment won't hesitate to spend hundreds of hours trying to find free donated computers. Staff time is valuable, and even nonprofits that find donated computers often discover later that they need to spend money to upgrade them. You may be able to find a 150 MHz computer for free, but a 350 MHz computer in good working order that you get for a nominal cost may be more useful to you, and it will be useful for longer.

Whenever possible, ask refurbishers for a return policy or guarantee. Although refurbished machines are usually tested, it is possible that they will fail once you get them back to your workplace. Be sure you can return or exchange your machine for one that works.

Computer recyclers and refurbishers have been helped by the increased resources some funders have been putting into computer reuse and recycling. Microsoft, for example, has recently developed a joint initiative with CompuMentor, TechSoup's parent organization, that fills an important gap for nonprofit and school-based computer recyclers and refurbishers. Microsoft Authorized Refurbisher (MAR) Donation Program, provides Windows 98 and Windows 2000 operating systems to U.S.-based nonprofit PC refurbishers for an affordable administrative fee.

CompuMentor's Tips for Acquiring a Donated Computer

These tips will help you determine when to accept a direct donation, and when to direct donations to a recycler or refurbisher.

1. Before you consider accepting a donation, understand what kind of computer you need. It's hard to turn down a free computer. However, it can only be of use to your organization if it fits into your computer system or network and can run the programs or applications you need it to run. CompuMentor has found that it is better to place more recent computers in offices (Pentium 300s and above), while it's often okay to have older computers in training labs. CompuMentor also recommends that you don't accept equipment unless you're sure it's in good working order (unless you are certain you can repair it), or you want to use it in a training program geared towards fixing computers.
2. If you accept direct donations, expect upgrade costs. That older computer may work fine, but you might need to upgrade its memory (RAM) or hard drive in order to operate your organization's software. And while a more recent Pentium II may be working, it might be missing some components that are necessary to you, such as a networking card. Don't assume that a "free" computer will really be free once you get it working the way you need it to.
3. If you are unsure if a donated computer is useful to you, refer donors to a refurbisher or recycler. Refurbishers usually handle newer equipment that they fix up for re-use. Recyclers accept older equipment and take out useful parts and break down the rest for materials recovery. If you can't accept a computer equipment donation, provide people with alternatives to properly dispose of it. Find listings on TechSoup.
4. Whenever possible, seek donations from a reputable refurbisher. Rather than soliciting or accepting donations directly from individuals or businesses, it is often wise to apply to refurbishers for older equipment. This gives you a better chance of getting good equipment in working order, and it can save you time. Share The Technology's 's online database matches donors with recipients by locale.  Find more refurbishers onTechSoup's listings for the  TechSoup.

5. If you accept a donation, try to get the software that goes with the donated computer. A four-year-old computer runs best with four-year-old software. It often runs much slower on new software, or it won't run at all. If the computer came with Windows 98, make sure that you get the media (the CD or disks), and the manual that usually contains the Certificate of Authenticity.

   But even a working computer with a working operating system is no good to you if you don't have software that will run on it. Find out what software you'll need to run, and check the minimum system requirements to be sure donated computers can run it. If the machine can't run current software, it may be impossible to find the older versions you'll need.

   If you need software, try:

   • CompuMentor's low-cost software
   • Gifts In Kind International
   • Consistent Computer Bargains
6. Try and get the original media and documentation that came with the PC when it was purchased. This may include the operating system proof of license, which will help ensure the legal transfer of the operating system. Original software disks also usually have device drivers necessary to make the computer run properly and the operating and technical manuals needed for fixing the machine.
7. Remember the accessories. Don't forget about the keyboard, monitor, mouse, printer, modem, or any other accessories that you'll need for the donated PC. Ask for any packaged software that donors might be willing to part with. An office suite such as MS Office or Lotus SmartSuite is the most useful software to have.
8. If you accept a donated computer, and your organization is a 501(C)(3) nonprofit, you can offer a tax receipt. The IRS doesn't permit nonprofits to provide a valuation of the donated equipment. You can describe the donation and that it helps your organization, but not assign a dollar value to it. Find sample wording on TechSoup.
9. Delete personal information. If the donor did not do this ahead of time, delete Internet cookies, e-mail, personal applications, temporary Internet files, etc.