DOCUMENT CONTROL AND INDEX

TABLE OF CONTENTS

INTRODUCTION, PURPOSE AND SCOPE

1. INTRODUCTION

Vel Tech High Tech Dr.Rangarajan Dr.Sakunthala Engineering College is committed to transparent, responsible and continuously improving institutional practice. This E-Waste Policy establishes the framework to ensure responsible inventory, reuse, storage, transfer and disposal of electrical and electronic waste through safe and authorized channels.

2. PURPOSE

To ensure responsible inventory, reuse, storage, transfer and disposal of electrical and electronic waste through safe and authorized channels.

3. SCOPE

Computers, servers, networking devices, printers, UPS units, batteries, laboratory electronics, appliances, lamps, cables, peripherals and other electrical/electronic equipment.

OBJECTIVES

4. OBJECTIVES

• Reduce e-waste through responsible procurement, maintenance, repair and reuse.
• Prevent unsafe dismantling, dumping, burning or informal disposal.
• Maintain traceable inventory and disposal documentation.
• Use authorized recyclers, refurbishers, producer take-back or buy-back channels.
• Create awareness among users, stores, laboratories and contractors.

POLICY FRAMEWORK

5. GUIDING PRINCIPLES

1. Reuse, repair, redeploy and refurbish shall be considered before disposal.
2. Data-bearing devices shall be securely sanitized before transfer.
3. Hazardous components shall be handled by trained personnel using safe storage.
4. E-waste shall not be mixed with municipal or ordinary scrap waste.
5. Every transfer shall be approved, documented and traceable.

6. GENERAL POLICY COMMITMENT

The Institution shall implement this policy through approved roles, adequate resources, documented procedures, transparent communication and measurable review. Decisions and exceptions shall be recorded and authorized by the competent authority.

POLICY PROVISIONS

7.1 IMPLEMENTATION REQUIREMENTS

1. Departments shall periodically identify obsolete, damaged and surplus electronic equipment.
2. IT/technical personnel shall certify whether items can be repaired, upgraded, cannibalized or redeployed.
3. Data sanitization or physical destruction shall be completed for storage devices before disposal.
4. E-waste shall be labelled and stored in a secure, dry and access-controlled location.
5. Batteries, lamps, cartridges and components shall be segregated according to safe-handling requirements.

POLICY PROVISIONS — CONTINUED

7.2 IMPLEMENTATION REQUIREMENTS

6. Disposal shall use authorized recycler/refurbisher, producer take-back, buy-back or approved government channel.
7. No employee or student shall personally remove, dismantle or sell institutional electronic assets.
8. Asset records shall be updated only after approval, transfer documentation and disposal certification.
9. Vendors shall provide acknowledgement, weight/details and recycling/destruction certificate where applicable.
10. Annual e-waste review shall identify reduction, repair and responsible-procurement opportunities.

ROLES AND RESPONSIBILITIES

8. ROLES AND RESPONSIBILITIES

• Administration approves condemnation and disposal.
• IT/System Manager certifies technical condition and data sanitization.
• Stores/Accounts reconcile asset and disposal records.
• Environmental Committee verifies authorized channels and awareness.
• Departments protect assets and promptly report obsolete or damaged equipment.

IMPLEMENTATION PROCEDURE

9. IMPLEMENTATION PROCEDURE

1. Identify and list proposed e-waste.
2. Inspect, classify and obtain condemnation approval.
3. Sanitize data and segregate equipment/components.
4. Select and verify authorized disposal channel.
5. Transfer with approved documents and obtain certificate.
6. Update asset register and retain audit evidence.

RECORDS AND COMPLIANCE

10. RECORDS AND EVIDENCE

• E-waste inventory and technical inspection
• Condemnation and disposal approvals
• Data-sanitization certificate
• Recycler/refurbisher authorization and transfer receipt
• Asset-register adjustment and disposal certificate

11. MONITORING INDICATORS

• Quantity repaired/reused versus disposed
• Percentage disposed through authorized channels
• Time taken to clear approved e-waste
• Completeness of data-sanitization records
• Reduction in unmanaged electronic scrap

12. CONFIDENTIALITY, RETENTION AND ACCESS

Records shall be accurate, retrievable and protected against unauthorized alteration, disclosure or destruction. Access shall be role-based and limited to legitimate institutional need. Retention and disposal shall follow the approved schedule and applicable requirements.

13. NON-COMPLIANCE

Non-compliance may result in corrective action, withdrawal of access or benefit, recovery of loss, disciplinary action, referral to a statutory body or other proportionate action after due process.

REVIEW AND APPROVAL

14. REVIEW AND AMENDMENT

The policy owner shall review this document at the stated cycle or earlier due to changes in law, regulation, institutional structure, technology, risk, audit findings or stakeholder requirements. Amendments shall take effect only after approval and version control.

15. REFERENCES

• Applicable E-Waste Management Rules and amendments
• Integrated Waste Management and IT Policies of the Institution

16. APPROVAL AND SIGNATURES

This is a controlled institutional document. Printed copies are uncontrolled unless specifically stamped and issued by the authorized office.