How Does a Local Council Recycle 4,500 Devices Across 60 Sites While Meeting Public Accountability Standards?
When a metropolitan borough council in the North of England embarked on a borough-wide IT transformation programme, they faced a logistical and compliance challenge that most internal IT teams simply cannot handle alone. With 4,500 end-of-life devices spread across 60 buildings including libraries, leisure centres, social services offices, and the town hall, they needed a disposal partner who understood both the scale and the scrutiny that comes with spending public money.
The Challenge
- 4,500 devices across 60 council buildings including offices, libraries, and leisure centres
- Sensitive resident data from council tax, benefits, social services, and housing records
- Public accountability requiring transparent, auditable disposal with full value-for-money documentation
- WEEE compliance as a legal requirement for local authorities under the WEEE Regulations 2013
- Budget pressure demanding cost-neutral or revenue-generating disposal
- Multiple device types including desktops, laptops, thin clients, printers, and networking equipment
The council had previously stored decommissioned equipment in basement storerooms, creating a growing mountain of e-waste with no clear disposal plan. Internal audit flagged this as both a data security risk and a WEEE compliance failure.
Our Solution
Innovent designed a phased collection programme that minimised disruption to council services:
Site-by-Site Collection Schedule: Working with each department’s IT coordinator, we created a rolling collection schedule across all 60 sites. Collections were timed to avoid peak service hours, with pre-booked slots at each location.
On-Site Asset Logging: Every device was scanned and logged on-site using our mobile asset tracking system. Each item received a unique reference linked to the council’s existing asset register, providing complete traceability from desk to destruction.
ISO 27001 Data Destruction: All storage media underwent certified data destruction to NIST 800-88 Purge standard. Devices containing social services and benefits data received enhanced destruction with physical shredding of drives, documented with individual certificates and photographic evidence.
Value Recovery and Reporting: Viable devices were refurbished and remarketed through our B2B channels. The council received quarterly value recovery reports showing revenue generated, suitable for inclusion in annual audit documentation and cabinet reports.
WEEE Compliance Package: Full WEEE compliance documentation was provided including waste transfer notes, hazardous waste consignment notes for CRT monitors, and a comprehensive sustainability impact report.
The Results
“The quarterly value recovery reports have been invaluable for our cabinet reporting. Being able to demonstrate that we generated over £31,000 from old IT equipment while achieving zero landfill disposal has been a genuine success story for the council.”
— Head of ICT, Metropolitan Borough Council
An Ongoing Partnership
Following the success of the initial project, Innovent now provides an ongoing IT disposal service to the council on a rolling contract. Quarterly collections ensure that decommissioned equipment never accumulates, and the council receives regular compliance reports for their annual audit submissions.
Key Takeaways
- Local authorities have specific WEEE compliance obligations that require specialist disposal partners
- Multi-site collections need careful scheduling to minimise disruption to public services
- Value recovery from council IT equipment can generate significant revenue for reinvestment
- Transparent reporting supports public accountability and audit requirements
- Ongoing partnerships prevent the accumulation of e-waste and associated compliance risks
Frequently Asked Questions
Do councils have to use a licensed waste carrier for IT disposal?
Yes. Under the Environmental Protection Act 1990 and WEEE Regulations 2013, local authorities must use licensed waste carriers for electronic waste disposal. Innovent holds both a Waste Carrier Licence and T11 exemption for IT equipment processing.
Can councils generate revenue from old IT equipment?
Absolutely. Many councils are surprised by the residual value in their decommissioned IT assets. Through our refurbishment and remarketing programme, councils regularly recover thousands of pounds that can be reinvested in new technology.
How do you handle data on council devices?
All data destruction is performed to NIST 800-88 Purge standard under our ISO 27001 certification. Devices containing sensitive data such as social services records receive enhanced destruction with physical shredding and individual destruction certificates.
Ready to Discuss Your Council IT Disposal?
Whether you manage IT for a parish council or a metropolitan borough, Innovent Recycling provides the compliance, transparency, and value recovery that public sector organisations require.
