A school clearance often starts with a storeroom of mixed devices: laptops, Chromebooks, tablets, printers and spare drives. A short inventory makes it easier to protect the information on them and choose an appropriate route for the equipment.
1. Record what is being retired
List devices by type and approximate count. Note school asset tags, serial numbers where needed, condition, ownership and location. Identify equipment with removable storage, such as old server or desktop drives, as well as devices with internal storage. Keep any leased equipment or items belonging to another organisation separate until the return terms are checked.
2. Decide what needs to happen to the data
Agree which devices could be reused and which are intended for destruction or recycling. For suitable reusable equipment, ask how erasure is performed and verified. For damaged or inaccessible devices, agree a separate treatment. A reset or removal from a management console should not be mistaken for evidence that every storage component has been addressed.
The Department for Education's standards say that IT support should consider data protection and electrical waste requirements when disposing of laptops, desktops and tablets. The ICO also advises organisations to make sure personal data is removed from old IT equipment. Your school remains responsible for deciding its policy and records.
3. Plan collection and reconciliation
Tell the provider which site holds each batch, who can authorise collection, and whether building access is limited to certain hours. For a multi-site trust, use the same inventory columns at each school. Agree what document will show the equipment collected and how exceptions, missing serial numbers or failed devices will be reported.
Printers and photocopiers need their own check; see our printer disposal guide. For laptops, see laptop recycling.
Request an education clearance quote
Send us the device counts, postcodes, likely storage types and any record requirements. We will confirm the service available for the equipment and sites. .
Further reading: DfE device standards and ICO data security advice.