23. HealthSafe Disposal Policy

DISPOSAL POLICY

Document Identification	HSNZ/POL/23
Document Name	Disposal Policy
Master Copy	CISO
Version Number	1.3
Date Of Release	15 Aug 2023
Prepared By	Eparama Tuibenau	CISO
Approved by	Kevin McAfee	Managing Director

 

VERSION HISTORY

Sl No	Version No.		Prepared by	Approved by	Description of Version	Date	Reason for Version Change
	From	To
1	1.0	-	CISO	MD	First Release	14 Apr 2020	No changes made
1	1.0	1.1	CISO	MD	Updated	19 July 2021	Modifications due to changes in HealthSafe
1	1.1	1.2	CISO	MD	Reviewed	28 July 2022	Annual review
1	1.2	1.3	CISO	MD	Reviewed	15 Aug 2023	Annual review

DOCUMENT STATUS

Date	Document Status
14 Apr 2020	Modified
19 Jul 2021	Reviewed
28 Jul 2022	Reviewed
15 Aug 2023	Current

Table of Contents

1 Purpose

2 Scope

3 Input

4 Output

5 Interacting Process

6 Abbreviations, Acronyms and Definitions

7 Procedure

8 Monitoring the Process

9 Records

1. PURPOSE
   The purpose of this document is to establish and maintain a policy for disposal for HealthSafe.
   
   
2. SCOPE
   These procedures applies to all aspects of disposal
   
   
3. ABBREVIATIONS, ACRONYMS AND DEFINITIONS

Abbreviation	Description
FH	Functional Head
IT	Information Technology Department
TL	Team Lead
CISO	Chief Information Security Officer

4 INPUT

To dispose of any Asset or media and ensure no information is lost during the process.

5 OUTPUT

To ensure that when any Asset or media is disposed of and no information is lost.

6 INTERACTING PROCESS

FH, Admin, IT & Finance Department.

7 PROCEDURE

It is important to ensure that disposals are properly recorded in the Company’s financial records.  Furthermore, any disposed of fixed assets should be eliminated from the Asset Register. It is also essential that assets are only condemned and/or disposed of for sound and valid reasons.

The CISO is the Condemnation officer who must agree with and authorise the asset removal. There are two processes that need to be completed when disposing of assets; for inventory and capital assets, the Functional Head must notify the Finance department. These processes are detailed below.

Sale of Assets

Whenever assets are intended to be sold or donated to third parties (including employees and other private individuals or vendors) the Accounts Department and the Asset Register Manager must be notified in the first instance.

The following details should be provided in writing:

• Name and address of any proposed recipient of the goods
• Nature of goods supplied including quantity, model numbers, serial numbers and asset ID where appropriate.
• Indicative Sale proceeds or already negotiated

In order for a robust and auditable condemnation process to take place there must be strict procedures and protocols in force. It is therefore essential that the FH be consulted before the decision to condemn an asset has been made, the FH may decline to authorise the condemnation if there is not enough evidence to support it.

Whenever a computer/laptop is disposed of, the IT department should take a backup of all the data and format the hard drive before disposing them if required.  IT and Finance should confirm that the equipment cannot be used further and can be disposed.  This should be done before the condemnation/disposal request is sent to the CISO for approval.

SALE PROCEEDS

Negotiation of sale proceeds is the responsibility of the Finance Department or FH.

ASSET REGISTER AMENDMENTS

DISPOSAL, TRANSFER OR ACQUISITION OF ASSETS

Information regarding the disposal, transfer or acquisition should be given to the Finance Department, FH, CISO, and Asset Register Manager.

CONDEMNATION/DISPOSAL

Whenever a capital or inventory asset, whether large or small is disposed of, a condemnation/disposal should be requested to the applicable respective Functional Head. In the case of sale to a third party the recipient’s details should be documented together with disposal proceeds.

REPLACEMENT OF CONDEMNED ASSETS OR STOCK

It is important that the replacement asset is correctly recorded at its true purchase price, the price is shown as the sale proceeds on the disposal of the old asset in the asset register and books of accounts.

Where the asset is the subject of an insurance claim, the insurance process should be processed via the FH and Financial Department.

MAINTENANCE AGREEMENTS 

When disposing of equipment which is or maybe subject to a maintenance agreement the person making the disposal should check, whether a refund can be obtained of any unused maintenance credits. Maintenance companies must also be advised of the disposal for their own records to be amended.

8 MONITORING PROCESS

• FH, Admin, IT & Finance Department Monitors these processes

9 RECORDS

• Asset Register