This SOP establishes the standardized procedures for the intake, inspection, documentation, and secure handling of copiers and printers collected from government agencies, public entities, and educational institutions. These procedures ensure compliance with data protection requirements, responsible asset management, and accurate recordkeeping.

Standard Operating Procedure (SOP)

1.1. Upon arrival, staff shall verify that all equipment corresponds to the items listed in the originating agency’s removal or transfer documentation.
1.2. Each unit shall be assigned a unique internal identification number for tracking.
1.3. Photographic documentation of each unit shall be taken, including front, rear, and serial number labels.
1.4. Units shall be placed in the designated intake area for initial review.

1. Equipment Receipt and Verification

2.1. Personnel shall conduct a visual inspection of the exterior housing.
2.2. Assessment shall include panels, paper trays, hinges, control screens, and attached accessories.
2.3. The presence of cracks, dents, structural damage, or missing components shall be recorded.
2.4. Photographs shall be taken to document exterior condition.
2.5. A preliminary exterior condition rating (A/B/C) shall be assigned.

2. Exterior Condition Assessment

3.1. Units shall be opened for non-invasive interior review.
3.2. Personnel shall inspect for toner residue, debris, excessive wear, or missing internal components.
3.3. Key assemblies, including rollers, imaging units, transfer components, and fuser assemblies, shall be visually evaluated.
3.4. Interior condition shall be documented and recorded in the intake report.

3. Internal Inspection

4.1. Units capable of powering on shall undergo basic operational testing.
4.2. Staff shall verify system startup functionality and check for error conditions.
4.3. A test print or diagnostic page shall be executed when feasible.
4.4. Additional functional checks shall include scanning, feeding, duplex capability, and user interface response.
4.5. Units unable to power on shall be classified as Non-Operational (N/O).

4. Functional Testing

5.1. Mechanical or electronic meter readings shall be obtained from each operational unit.
5.2. Total meter counts and color/mono breakdowns shall be recorded.
5.3. Meter reports or photos shall be attached to the unit’s documentation file.

5. Meter Reading and Documentation

6.1. All units shall undergo a mandatory data security procedure.
6.2. Internal storage devices (HDD, SSD, or equivalent) shall be removed from each machine.
6.3. Each storage device shall be labeled with the corresponding equipment identification number.
6.4. Removed storage devices shall be placed in secure holding pending one of the following actions:

  • 6.4.1. Data erasure using approved sanitization methods, or

  • 6.4.2. Transfer to an R2-certified electronics recycling facility for physical destruction.

6.5. Serial numbers and final disposition of all storage devices shall be recorded for audit purposes.

6. Data Security: Storage Device Removal

7.1. Final condition categories shall be assigned as follows:

  • A Grade: Fully functional, minimal cosmetic wear

  • B Grade: Operational with moderate wear or minor deficiencies

  • C Grade: Significant wear, operational limitations, or cosmetic damage

  • Non-Operational / Parts Recovery: Not suitable for reuse; components may be harvested

7.2. Classification shall be documented in the master inventory record.

7. Condition Classification

8.1. All recorded data, photographs, meter readings, and condition assessments shall be entered into the equipment inventory system.
8.2. The system shall reflect the status, location, and next action for each unit.
8.3. Documentation shall remain available for internal review or agency audit.

8. Inventory Entry and Tracking

9. Storage, Segregation, and Preparation for Disposition

9.1. Equipment shall be transferred to the appropriate staging area based on assigned condition category.
9.2. Units designated for reuse/export shall be stored in organized rows with clear labeling.
9.3. Units designated for parts recovery or recycling shall be stored separately to prevent commingling.
9.4. All equipment shall be secured to prevent damage or unauthorized access.

10.1. A summary report shall be generated upon completion of the intake process, including:

  • Number of units received

  • Condition grades

  • Functional testing results

  • HDD removal and disposition records

  • Reuse vs. recycling allocations

10.2. Reports shall be retained in accordance with internal policy and may be provided to the originating agency upon request.

10. Reporting and Final Documentation