Guidelines for disposal of old equipment

The Government of Rwanda (GoR) as illustrated in various strategies and policies is committed to driving a knowledge based economy and digital led social and economic transformation. The national digital inclusion strategy addresses challenges of access to smart devices and affordable digital adoption to bridge the digital divide.

Introduction

The Government of Rwanda (GoR) as illustrated in various strategies and policies is committed to driving a knowledge based economy and digital led social and economic transformation. The national digital inclusion strategy addresses challenges of access to smart devices and affordable digital adoption to bridge the digital divide.

The Government of Rwanda continues to promote digital transformation through services and processes digitalization in all sectors and across government institutions. This contributes to the increase of smart devices penetration, mainly computers deployed for staff use as well as other IT equipment to support automated operations and better service delivery.

With time, IT equipment acquired by institutions gets old, broken, or outdated. Currently, some institutions have huge stock of devices in the above-described conditions. Therefore, this strategy for disposal of old IT equipment is to establish a framework to enable fast and effective re-use and disposal of the above-mentioned devices leveraging existing guidelines and legal instruments.

Objective

Scope

These guidelines will be implemented by all Government of Rwanda institutions or parastatals that use the National treasury and donor funding to acquire IT or electronic devices.

Definitions

This section aims to provide definitions of what is meant by IT equipment, according to types of devices acquired by government institutions and parastatals.

An IT equipment in this context, is an equipment or part of a system which generates, stores or uses electrical power to process, store, retrieve and transmit information.

An old IT equipment in this context means an equipment which exceeded the standard life span (e.g. Max 5 years for computers and in consideration of value for money for other equipment), damaged beyond repair or whose repair cost exceeds 50% of its current value. It also means an IT equipment disqualified to support the minimum acceptable technologies in government institutions (Obsolete).

The following list comprises the equipment that are mostly acquired:

Process

  1. All institutions are required to establish the valuation committee composed at least by three members: (a) a finance personnel; (b) legal personnel (c) a designated IT staff with the responsibility to report to RISA to facilitate the process as per the LAW N° 50/2008 OF 09/09/2008, Ministerial order n° 007/2009 of 01/12/2009 and the specific guidelines on depreciation and disposal of computer equipment in basic education dated 01/12/2021, jointly done and published by RISA and REB, for schools.
  2. In a three-month timeframe, the valuation committee in each government institution or parastatal is expected to produce the report with clear categorization of the IT equipment to be disposed of, including type, period under usage, quantities, state/condition of each device, depreciation value, and proposed disposal options.
  3. The Chief Digital Officer or Business Analyst (for sectors whose Digitization Directorates are led by Business Analyst) in the respective sector will revise and validate the valuation report before recommending the execution of the selected disposal option to the Chief Budget Manager of the concerned institution.
  4. The Chief Budget Manager will officially write to the Rwanda Housing Authority, copying Rwanda Information Society Authority, requesting for a non-objection to dispose of the assessed IT equipment with a description of the type, quantity and disposal option selected (Repair for reuse purpose, Complete destroy and or public auction).
  5. Exception: Due to low rate of computer (smart devices) penetration, auction option is not recommended on obsolete computers or computers that can be repaired.
  6. The Chief Digital Officer or Business Analyst (for sectors whose Digitization Directorates are led by Business Analyst) in the respective sector and the assigned IT personnel in the institution or parastatal, in collaboration with RISA will establish appropriate collection mechanisms at regional level, and to designated relevant stakeholders namely: Primary and Secondary schools, IPRCs/TVET schools, repair centers, Enviroserve, or other private operators, for the disposal of the equipment.

Ideal Approach

In consideration of the need to increase the smart devices ownership and access gaps, some institutions adopt frameworks to enable their staff members to own laptops, tablets, and smartphones after a defined usage period of about 4 Years.

Disposal Options for Old It Equipment

  1. Repair: After assessment, some devices can be repaired internally or by outsourcing the repair services.
  2. Upgrade/replacement of some parts: some devices such as desktops can be upgraded by adding a new hard drive, graphics card, or CPU and others to take the device to the acceptable condition.
  3. Recycle: IT equipment can be recycled with the use of the Enviroserve framework.
  4. Donation/Transfer: After assessment, non-functioning devices can be transferred into the academic sector where they can serve as didactic materials. Obsolete functioning equipment can be donated to close on smart devices access gaps in specific sectors of the economy (Example:  lower Education, Digital Ambassador Program).
  5. Engagement with original manufactures: leveraging their e-waste recycling, take back programs, and repurposing programs.

Key Points to Be Taken Into Consideration

Reference has been made to the Law N° 50/2008 OF 09/09/2008 determining the procedure for disposal of state private assets, E-waste management project already implemented to establish a national framework that offers an end-of-life solution for electronic and electrical waste as well as other regulations and practices applied by other countries and researchers that ensure a safe disposal of old or unwanted equipment. Therefore, the two following key points should be taken into consideration: 

A. Consider the Data Protection and Privacy as well as Environmental Regulations

Data Protection and Privacy shall be taken into consideration either by making sure existing data on the device is safely removed, transferred, stored or erased, with exception of some sectors which carry sensitive data by nature (Health sector/ Security organs/ Financial institutions) which shall completely destroy storages before recycling, using institution owned shredding or crashing machine.

 In order to ensure a complete data destruction, The Data Protection Officer of an institution which does not own any of the above machine shall escort the storage devices to the authorized e-waste recycling entity to be destroyed in her/his presence.

Other institutions may also destroy the storage after assessment of the necessity to destroy a certain storage by the established valuation committee. Considering the E- waste management ensuring the sustainable use of ICT in Rwanda, preventing the negative impact of electronic waste on health and environment but also strengthening the local economy through creation of green Jobs and supporting the recycling industry, institutions shall ensure that all old ICT equipment are appropriately disposed, including the tiny pieces resulted from the destroyed storage devices.

B. Subcontracting or outsourcing the Best Practices

In case outsourcing is the option, then, the concerned institution in collaboration with the analysis and valuation committee must ensure working with an IT company with relevant public liability insurance; and that Insurance cover starts from the moment they take possession of the old equipment. The insurance should cover both hardware and data.

Moreover, if outsourced, the company should also present and ensure the highest standards of environmental responsibility, safety and confidentiality.

         

Main Strategies for Disposal of Old It Equipment

Reference is made to Ministerial order n° 007/2009 of 01/12/2009 determining the institution and functioning of the asset disposal evaluation committee to set value for state private assets to be sold, exchanged, donated or completely destroyed. Reference is also made to Law N° 50/2008 OF 09/09/2008 determining the procedure for disposal of state private assets public institutions may sell, donate or destroy completely.

The below four options are strongly recommended while selecting disposal options by the valuation committee. This should be done with RISA’s oversight.

Donation/Transfer of IT Equipment
Sale/Auction of IT equipment
Recycle or Re-Use
Complete Destruction of IT Equipment

This option can be applicable for IT devices damaged beyond repair that cannot be repaired, can cause harm to humans and that are no longer of any use. This IT equipment shall be collected and destroyed by an authorized e-waste management entity upon acquisition of a non-objection from Rwanda Housing Authority and Rwanda Information Society Authority.

Main Phases for Disposal of Old It Equipment

Sufficient thought and analysis must be carried out in advance to all aspects of old equipment disposal. Therefore, following phases are recommended to be taken into consideration by the valuation committee as well as other concerned personnel or institutions.

Main Strategies for Disposal of Old It Equipment

Reference is made to Ministerial order n° 007/2009 of 01/12/2009 determining the institution and functioning of the asset disposal evaluation committee to set value for state private assets to be sold, exchanged, donated or completely destroyed. Reference is also made to Law N° 50/2008 OF 09/09/2008 determining the procedure for disposal of state private assets public institutions may sell, donate or destroy completely.
The below four options are strongly recommended while selecting disposal options by the valuation committee. This should be done with RISA’s oversight.

·       Donation/Transfer of IT Equipment

Sale/Auction of IT equipment

Recycle or Re-Use

Complete Destruction of IT Equipment

This option can be applicable for IT devices damaged beyond repair that cannot be repaired, can cause harm to humans and that are no longer of any use. This IT equipment shall be collected and destroyed by an authorized e-waste management entity upon acquisition of a non-objection from Rwanda Housing Authority and Rwanda Information Society Authority.