FOI 5765-IT and Telecommunication equipment disposal

Date: 11 December 2019 to 11 December 2022

1              How Many staff do you have in your organisation?

2              How many operational sites does the organisation have?

3              Who has the overall responsibility for the disposal of IT equipment within the organisation?  Please supply Name, Job Title, Telephone and Email contact details. 

4              Does the organisation currently have an IT asset disposal policy?

5              Do you use a third-party IT asset disposal company for this?

6              What is the name of that partner?

7              Do you have a contract in place with this company?

8              How often are disposal collections run?

9              If a contract is in place, when does this expire? 

10           Do you currently pay for this service?  If so, what is the typical cost over a 12-month period?

11           How old is each asset before it is disposed of? E.g. 3 /4 / 5 years

12           Do you presently receive any money back (rebates) for IT assets that you send to your disposal company?

13           Do you have a nominated Infrastructure Manager and who is this? Please supply Name, Job Title, Telephone and Email contact details. 

14           For devices with hard drive, do you require full destruction of hard drives, or just erasure and certification of erase?

15           Does the organisation have the ability to track an individual asset to ascertain the final route and destination of each asset disposed of?  In the event of a data breech, how could you prove who had legal custody of each asset, and at what stage?

16           Does the current contract also include photocopiers / Multi-Functional Devices (MFDs)

17           How does your organisation finance MFDs… Lease or purchase?

18           Do you have a service contract in place for the copiers and if so when does this expire?

19           Does your organisation have a contract in place for shredding of other forms of data, namely paper documents?

20           What is the spend in the last 12 months on paper shredding / destruction?

21           If a contract is in place for paper and document shredding, when does this expire? 

22           Does your supplier currently comply with the EU General Data Protection Regulation (GDPR) which came into force on 25th May 2018?

23           What ISO accreditations do you require for a disposal company to have in order to work with your organisation?

24           Who is the current appointed Data Protection Officer within the organisation, or person that presently deals with data protection? Please supply Name, Job Title, Telephone and Email contact details. 

25           Are there presently any other services that your organisation requires around the lifetime management of your IT assets?

  • Request ID:
    FOI 5765
  • Category:
    Trust - IT
  • Response:

    1              How Many staff do you have in your organisation?  

        We employ around 4,400 staff

    2              How many operational sites does the organisation have?

        one

    3              Who has the overall responsibility for the disposal of IT equipment within the organisation?  Please supply Name, Job Title, Telephone and Email contact details.

    Medway NHS Foundation Trust confirm that there is a person in post, however, the Trust do not disclose individual staff names due to data protection.  The Trust only releases the details of the members of the Trust Board as these are already in the public domain.  The post with responsibility for disposal of IT equipment is the Head of IT, who reports to the Executive Director of IT Transformation, who is contactable via email at:  Medwayft.officialcorrespondence@nhs.net   Please note that disclosure of this contact email address does not constitute an opt-in by individual staff to receive marketing emails promoting the goods or services of your company.

    4              Does the organisation currently have an IT asset disposal policy?

        Yes

    5              Do you use a third-party IT asset disposal company for this?

                    Yes

    6              What is the name of that partner?

        TIER 1

    7              Do you have a contract in place with this company?

        Yes

    8              How often are disposal collections run?

        This Varies depending upon condemned equipment 

    9              If a contract is in place, when does this expire? 

        Rolling Contract

    10           Do you currently pay for this service?  If so, what is the typical cost over a 12-month period?                Spend in 18/19 - £4571.41,  Current year is in line with this spend.

    11           How old is each asset before it is disposed of? E.g. 3 /4 / 5 years

       Typically over Five years

    12           Do you presently receive any money back (rebates) for IT assets that you send to your disposal company?

                   Yes

    13           Do you have a nominated Infrastructure Manager and who is this? Please supply Name, Job Title, Telephone and Email contact details.

                   As per question 3, the Head of IT.

    14           For devices with hard drive, do you require full destruction of hard drives, or just erasure and certification of erase?

                   Yes

    15           Does the organisation have the ability to track an individual asset to ascertain the final route and destination of each asset disposed of?  In the event of a data breech, how could you prove who had legal custody of each asset, and at what stage?

                   Yes

    16           Does the current contract also include photocopiers / Multi-Functional Devices (MFDs)

                   No

    17           How does your organisation finance MFDs… Lease or purchase?

       Lease

    18           Do you have a service contract in place for the copiers and if so when does this expire?

       Yes June 2018

    19           Does your organisation have a contract in place for shredding of other forms of data, namely paper documents?

                   Yes

    20           What is the spend in the last 12 months on paper shredding / destruction?

                   £9,172.80

    21           If a contract is in place for paper and document shredding, when does this expire? 

       September 2021 with a potential 2 year extension to be added. 

    22           Does your supplier currently comply with the EU General Data Protection Regulation (GDPR) which came into force on 25th May 2018?

                   Yes

    23           What ISO accreditations do you require for a disposal company to have in order to work with your organisation?

       ISO9001, 14001, 27001 & ADISA

    24           Who is the current appointed Data Protection Officer within the organisation, or person that presently deals with data protection? Please supply Name, Job Title, Telephone and Email contact details.

    This is the post of Interim Information Governance Manager and Acting Data Protection Officer, who reports to the Executive Director of IT Transformation, who is contactable via email at:  Medwayft.officialcorrespondence@nhs.net   Please note that disclosure of this contact email address does not constitute an opt-in by individual staff to receive marketing emails promoting the goods or services of your company.

    25           Are there presently any other services that your organisation requires around the lifetime management of your IT assets?

                   No