A council disposing of IT equipment is spending public money, and the value recovered from that equipment is public money too. What the disposal has to produce is not just a collection but a defensible account of what the assets were worth.

This council retired around 700 devices at the end of a leasing cycle, across offices, libraries and depots. Surplex UK Limited provides IT disposal for councils and local authorities on an open-book basis.

The Challenge: Public Money, Both Ways

The council needed the disposal to withstand scrutiny in two directions. Residents’ data had to be provably destroyed, and the value recovered from the equipment had to be visible rather than absorbed into a supplier’s margin.

The Surplex Solution: Open Book, Site by Site

The value recovered from each batch was reported openly and set against the cost of collection, destruction and recycling, so the council could see both figures rather than a single net position. Collections were scheduled site by site around public opening hours.

  • 1. Collected Around Opening Hours

    Libraries and public-facing offices were collected outside opening times, so no service closed to accommodate a van.

  • 2. Data Destroyed and Certified

    Where value was recovered from hardware, data was erased with Certus certified software, the Purge method defined by NIST 800-88. Otherwise drives were shredded to BS EN 15713:2023. Every device was recorded against its serial number.

  • 3. Evidence for Statutory Reporting

    WEEE evidence notes were issued for the recycled fraction, with confirmation of zero to landfill, which is what a council needs for its own environmental reporting rather than for an internal file.

  • Sector

    Local Government

  • Scope

    Offices, libraries and depots

  • Assets

    Around 700 devices at lease end

  • Key Win

    Open-book value reporting and WEEE evidence notes

"They showed us what the equipment was worth and what the disposal cost. We could put both figures in front of members."

ICT Category Manager, local council

The Results: A Figure That Can Be Published

The council could state what the retired estate was worth, what the disposal cost, and that the two netted to nothing payable. Around 700 devices were accounted for individually rather than by weight.

Metric
Outcome
  • Scale

    Around 700 devices across offices, libraries and depots

  • Commercial Basis

    Open book. Recovered value and cost both stated

  • Environmental Evidence

    WEEE evidence notes and zero to landfill confirmation

  • Cost

    Free. Recovered value covered the collection in full

Why Councils and Local Authorities Trust Surplex

Surplex UK Limited works with district, borough, city and county authorities as well as schools and NHS trusts. There is no minimum quantity, so a single laptop is booked the same way as a full estate. Most customers find their collection is free, because the value recovered from redundant hardware is set against the cost of collection, destruction and recycling. Where it does not cover that cost, a small logistics and processing fee is payable, agreed upfront.

Team Meeting 1

Frequently asked questions

The model is open book. The value recovered from the equipment and the cost of collection, destruction and recycling are both stated, rather than presented as a single net figure, so the council can publish or defend either one.

Yes, for the recycled fraction, along with confirmation of zero to landfill. Surplex UK Limited is an Environment Agency licensed carrier including hazardous waste and is certified to ISO 14001:2015.

Yes. Libraries and public-facing offices are routinely collected outside opening times so no service has to close for a collection.

No. There is no minimum quantity, and a single device is booked the same way as a full estate. Most customers find their collection is free, because the value recovered from redundant hardware is set against the cost of collection, destruction and recycling. Where it does not cover it, a small logistics and processing fee is payable, agreed upfront.

Capabilities Used in This Project

Get in Touch About Your IT Recycling Needs

We provide IT recycling services for organisations of all sizes across England, Wales and Scotland.

Whether you’re recycling a few old laptops, decommissioning a data centre, or need secure data destruction, our team will help you dispose of IT equipment compliantly and responsibly.

Prefer to speak with us directly?

Call: +44 (0)1684 252583
Email: info@surplex.co.uk
Monday-Friday, 9am-5pm