Have you found yourself gradually accumulating computer hardware that is not being used anymore? As you upgrade equipment, it is likely the older equipment has been piling up in a closet or some other out of the way place. However, out of sight, out of mind is not the best approach to dealing with old equipment. Don't store machines and peripherals for years until they are useless – it does nobody any good. Pass them along as soon as they are taken out of service and you know you will no longer need them.

 Given rapid advances in technology, hardware will not improve with age, so the sooner you give them away or donate them, the better. So, when it's time to upgrade your computer system, what do you do with your old equipment? Aside from just letting it gather dust, simply throwing it away is the worst solution for everyone. In fact, according to the U.S. Environmental Protection Agency, nearly 250 million computers will become obsolete in the next five years. In 2001, only 11 percent of personal computers retired in the U.S. were recycled. There are better options, including donating, recycling, or even cashing in this old equipment.

Learn more about these options, and also how to do it safely so no proprietary information is left on the computer for the recipients to see. Can your equipment be reused? If you have a computer that is less then five years old, chances are that someone else can put it to good use. Out-of-date computer systems can be more of a burden than a blessing to schools and nonprofits, as it can cost them hundreds of dollars to bring an old computer up to today's standards.

Donate older computers to a recycler or refurbisher, rather than directly to these other groups. Here is a list of what many schools and nonprofits are in need of:

PCs Macintosh Power PCs, or better Pentium level PCs, or better
Working color monitors without screen burn or other damage. Most schools and nonprofits are not able to repair broken monitors.

Peripheral devices. Most organizations only accept complete systems, so be sure to include the keyboard and mouse along with a PC, as well as any other accessories you can offer, including: speakers, printers, modem (56k minimum), packaged software, memory, hard drives, and CD drives. Schools and charitable organizations can almost always put these items to good use.

Other considerations Operating System - Keep the operating system intact whenever possible. If you are donating hardware with a pre-installed Microsoft operating system, keep in mind that the license is only valid when used on the original equipment manufacturer machine on which it was first installed. It is costly for charitable organizations and schools to purchase and license new operating systems, so a legal transfer (keeping the machine and operating system together) can be very helpful. Linux and Macintosh operating systems have different requirements that should be considered individually.

Documentation and additional software or media - When donating a computer that is in good operating shape, ask if any of the software or documentation you no longer want would be helpful to donate as well. This includes the original disks, media, and documentation that came with the PC when it was purchased. Include the proof of license, which will help facilitate the legal transfer of the operating system.

Remove all sensitive information -This includes the Internet browser's cache, cookies, history, your email contacts and messages, your documents, your recycle or trash folder, and non-transferable software. Norton SystemWorks™ can easily perform this task.

Disposing of non-functioning equipment - Items that are broken, like monitors that are barely readable or non-functioning, should be disposed of properly. You cannot simply set them out with the trash. Monitors, like TVs, contain cathode ray tubes that are technically hazardous waste and should be disposed of properly. Check with your local Public Works Department to find out if you can schedule a pick up or drop off of broken items – in most cases you will have to pay a small fee. Also find out if your Public Works Department accepts used toner or inkjet cartridges for recycling, or check out Recycle First’s Website. They accept used cartridges via mail. In some cases you may have to send your obsolete equipment to a local scrap dealer for proper disposal. Of course, you'll pay a disposal fee, but you can be assured that it will be disposed of in an environmentally safe manner.

What to do with hardware

Offer to friends – Check with your employees, friends, and family to see if they, or anyone they know is interested in your extra equipment. Even though your hardware may seem outdated to you, it could be an improvement to others – and you may find some people who don’t have any computers and equipment at all that would be thrilled to take yours.

Make a donation – After offering first dibs to people you know, think about other groups who might benefit. There are many not for profit groups that would greatly benefit from any hardware you can provide. Most Goodwill and Salvation Army locations around the country are no longer able to accept computer donations due to the cost of disposing of electronic waste. However, check in with your local schools, senior centers, and nonprofits such as shelters and food banks to see if they might be in need of the equipment you have.

Send to a refurbisher or recycler – Nonprofit and school-based refurbishers are ideal for donating working equipment less than five years old. Commercial recyclers are more appropriate for older or non-working equipment. Both will make sure your equipment gets to schools and charities in good working order, and can install legal software, wipe hard drives, and dispose of expensive e-waste properly.

Put it up for Internet Auction – If you feel your hardware is new enough and in good working order and may be worth selling, you could try putting it up for sale on an auction Web site. Keep records of your donation. You are likely to be eligible for a tax donation if you donate to a school, or a nonprofit organization, recycler, or refurbisher. At the time of the donation, request a tax receipt from the organization to which you are donating. It doesn’t hurt to ask for a photocopy of their state or federal nonprofit organization registration form either. Of course, check with your accountant for more information on the potential tax issues and benefits of every option, as well as what documentation you should collect in any transaction.

Don’t let your unused hardware gather dust when it could be put to use for a good cause. Even if you have broken equipment, sooner or later you’re going to have to dispose of it, and there is no time like the present! Just make sure you do it in an environmentally safe way.

--reprinted from Symantec