Recycle Computers

Administrative Tasks 
       The most obvious administrative cost in disposing of assets is identifying which assets are being disposed of. Usually this is done by recording serial numbers, manufacturer, model number, type of asset and perhaps some other information. Some of the other information might include your asset tag number, software on a machine, details of a machine’s configuration and more. 
        The best way to record this information is to use an existing database, check off the asset and transfer this information electronically for your and our use. We can work with you to develop a check off database at the time of equipment acquisition, if you would like. 
        I remember the time when we recorded the information needed by a large medical system. It took one person about ten hours to record the information for 400+ PCs, using a system where all similar machines were grouped together. To record the same information with machines in random order in different locations could increase the recording time to 20, even 40 hours. Factors which might influence the time involved might include location, light conditions, recording by hand or to a laptop and other conditions. 
        Using the checkoff method described can reduce the time to less than two hours. What is the value of the person’s time doing the recording? $10/hr? $15/hr? $20/hr? $30/hr? Depending on your benefit and training costs, your actual cost/hr might be 10% to 50% more or $11 to $45/hr. If you have to pay overtime the actual cost could range from $11 to 60/hr. Calculate: Hourly cost to record. Realize that you could incur this cost at both the time of acquisition and at the time of disposal, if you don’t have an appropriate system in place. 
       Using a range of $11-60/hr and 2-40 hours, the time to record the data might cost from $22 to $2400. The cost per computer might range from 5.5 cents to $6. If you were disposing of a computer and a monitor, the cost might range from 11 cents to $12 per system. If you need to monitor software on your PCs or record other information, the cost to record serial numbers could climb to approximately $15 per system, not $400 yet, but we are on our way. We will record serial numbers and a limited amount of additional data for $.77/system or teach you how to keep your recording costs even lower for a modest consulting fee. 
       Once you have identified which assets are being disposed of, you need to update your accounting system. This cost could range from a few cents to over $2/system depending on many factors which we won’t detail. If you would like Chimorel to help you reduce these costs, we will have one of our consultants work with you. 
       If you want to be sure no one can track a machine back to you, all asset tags and other identifying labels need to be removed. This may take a few seconds to perhaps five minutes per item depending on the number and type of labels. It is to your advantage to establish only one ID tag which contains a barcode per system. If you need other information, like routing #s, include it on the tag or in your database and read it from a portable PC with a scanner. 
        When trying to remove tags, you can heat them with a hair dryer and remove them (in seconds) with a screwdriver and needle nose pliers. You may be able to clean 10-50 PCs per hour. Using $10-30/hr, this would establish a range of 20 cents to $3/ item or 40 cents to $6/system. We can work with you to establish a barcode inventory system tracked in your database, which minimizes the need to remove labels and makes label removal efficient. 
       You may have other administrative needs. By now you may be getting the idea that our systems to help people solve problems and achieve goals extends down to the smallest details. Once again, whatever the need, we’ll be happy to support you. To keep the amount of reading down, we focus primarily on the high cost/computer. At this point our high running total would be $23/computer (record data $15, update accounting $2, remove labels $6). Note: we have not considered  “free” or obsolescence.

Administrative Best Practice Notes
      Record Serial Numbers:  Develop a database which tracks all data needed at the time of acquisition. Identify the items to be retired. Create a spreadsheet of items with data needed. Use the spreadsheet to pull the items. Send email to accounting and to Chimorel. Serial numbers are automatically part of this system. 
    Update Accounting System: Use above spreadsheet to total categories. Update accounting with category totals.
        Remove Asset Tags: Have only one barcoded tag in the same place on all equipment. Scan as needed for all uses tracked in database. If the tag has no company identifying info, removal is not needed. If tag has company identity remove with hairdryer, screwdriver and needlenose pliers. Better yet use tags that can be easily removed. 
      Other Tasks: To be devised as tasks are determined.