A school device refresh involves more than replacing laptops. The school needs to account for data-bearing assets, arrange a suitable treatment route and retain records that connect released items to their final handling.
Start with the current DfE guidance
The Department for Education's digital and technology standards include guidance on laptops, desktops and tablets. That guidance asks schools and colleges to consider whether suppliers have certificates for electrical waste disposal and data destruction. Read the current DfE page when planning a procurement or refresh; standards can change, so avoid relying on an old checklist alone.
List and separate the devices
List laptops, Chromebooks, desktops, tablets, removable drives and any server storage in scope. Note asset numbers when available, which devices must be returned under a lease, and whether a legal hold or retention rule applies. Identify devices that will be reused separately from those intended for destruction. Our Chromebook guide covers managed accounts and device handover.
Decide how data will be handled
Agree what should happen to each type of storage before releasing equipment. A verified erasure route may be appropriate for reusable devices; inaccessible or failed media need an exception process. Physical destruction is a different outcome. Ask how results will be recorded and how the provider will report any item that cannot be processed as planned. See our method comparison.
Check the provider and reconcile evidence
Ask about the proposed treatment route, handover, subcontracting where relevant, and the documents available for the actual service. Match the release list, collection receipt and completion evidence. The ICO's asset management guidance recommends keeping disposal records and assessing third parties.
Send us device counts, storage types, site locations and the records your school needs. We can confirm what is available for the proposed work. Discuss your device refresh.
Planning a data clearance?
Send your material, quantity and postcode, along with the records your organisation needs. We will confirm the available options for your job.