Asset Disposal Authorization Form

Purpose

This form authorizes the secure disposal of information assets, ensuring that all data is properly sanitized, environmental requirements are met, and disposal is documented for audit purposes.

Instructions

1. Requester completes Sections 1-3
2. Asset Owner reviews and approves disposal
3. CISO approves data sanitization method
4. IT/Facilities executes disposal and completes Section 5
5. Certificate of destruction obtained for assets with confidential data
6. Retain completed form permanently in asset disposal records

Important: Never dispose of assets containing data without proper sanitization and approval.

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Section 1: Request Information

Field	Information
Disposal Request ID	(Auto-assigned)
Request Date
Requester Name
Requester Department
Requester Contact	Email: __________ Phone: __________

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Section 2: Asset Information

Asset Details

Field	Information
Asset ID	(from Asset Register)
Asset Name
Asset Type	☐ Hardware ☐ Software ☐ Data ☐ Media ☐ Document
Serial Number
Current Location
Asset Owner
Asset Classification	☐ Public ☐ Internal ☐ Confidential ☐ Restricted

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Asset Condition

Current State:

• ☐ Working condition
• ☐ Partially functional
• ☐ Not functional/broken
• ☐ End of life/obsolete
• ☐ Damaged/failed

Age: __________ years

Original Purchase Date: __________

Original Value: SEK __________

Current Estimated Value: SEK __________

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Section 3: Disposal Justification

Reason for Disposal

Primary reason:

• ☐ End of useful life - Asset has reached end of its useful lifecycle
• ☐ Replacement - Being replaced with newer asset (ID: _______)
• ☐ Technology obsolescence - No longer supported or compatible
• ☐ Hardware failure - Beyond economical repair
• ☐ Software end of support - Vendor no longer supports
• ☐ Business requirement change - No longer needed
• ☐ Lease/rental end - Lease term completed, returning to vendor
• ☐ Security incident - Compromised and cannot be sanitized
• ☐ Compliance requirement - Regulatory requirement to dispose
• ☐ Other: _______________________

Detailed Justification:

[Explain why this asset should be disposed of]

Alternative Options Considered:

• ☐ Repair - Not viable because: _______________________
• ☐ Reuse/Repurpose - Not suitable because: _______________________
• ☐ Donation - Not appropriate because: _______________________
• ☐ Return to vendor - Not applicable because: _______________________

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Section 4: Data Sanitization

Data Assessment

Does this asset contain or has it contained data?

• ☐ Yes
• ☐ No
• ☐ Unknown

If Yes, what type of data?

• ☐ No sensitive data (public information only)
• ☐ Internal business data
• ☐ Customer/personal data (GDPR applicable)
• ☐ Confidential business data
• ☐ Restricted/highly sensitive data
• ☐ Authentication credentials (passwords, keys, certificates)
• ☐ Unknown - assume sensitive

Data Classification of Information:

• ☐ Public
• ☐ Internal
• ☐ Confidential
• ☐ Restricted

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Required Sanitization Method

Based on classification and asset type, select appropriate method:

For Physical Media (hard drives, SSDs, tapes, USB drives):

• ☐ Cryptographic Erasure (encrypted media, destroy keys)
• ☐ Secure Overwrite (DOD 5220.22-M or similar, multiple passes)
• ☐ Degaussing (magnetic media only)
• ☐ Physical Destruction (shredding, crushing, incineration)
  • Required for: ☐ Confidential ☐ Restricted ☐ Failed drives ☐ Damaged media
• ☐ None Required (never contained data or public data only)

For Electronic Devices (computers, phones, tablets):

• ☐ Factory Reset (public/internal data only)
• ☐ Secure Wipe Software (NIST 800-88 compliant)
• ☐ Storage Media Destruction (remove and destroy storage separately)
• ☐ Device Destruction (shredding or crushing entire device)

For Paper Documents:

• ☐ Cross-cut Shredding (on-site, minimum P-4 level)
• ☐ Professional Shredding Service (certificate of destruction required)
• ☐ Pulping/Incineration (high-security documents)
• ☐ Regular Recycling (public documents only)

For Software/Licenses:

• ☐ License Deactivation (deactivate with vendor)
• ☐ Uninstall and Remove (remove all instances)
• ☐ Account Closure (close associated accounts)

For Cloud Services/SaaS:

• ☐ Data Export (export data if needed before deletion)
• ☐ Account/Tenant Deletion (complete account removal)
• ☐ Subscription Cancellation (cancel with vendor)

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Sanitization Standard/Tool

Sanitization standard to be applied:

• ☐ NIST SP 800-88 (Clear)
• ☐ NIST SP 800-88 (Purge)
• ☐ DOD 5220.22-M (3 or 7 pass)
• ☐ ISO/IEC 27040
• ☐ Vendor-specific secure erase
• ☐ Physical destruction per ISO 21964
• ☐ Other (specify): _______________________

Tool/Service to be used:

[Specify software tool, shredding service, or destruction vendor]

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Section 5: Disposal Method

Disposal Approach

How will the asset be disposed of?

• ☐ Recycling (e-waste recycling through certified vendor)
• ☐ Sale (after sanitization, via surplus sale)
• ☐ Donation (after sanitization, to charity/organization)
  • Recipient: _______________________
• ☐ Return to Vendor (lease return, RMA, trade-in)
  • Vendor: _______________________
• ☐ Secure Destruction (shredding, crushing, incineration)
  • Destruction vendor: _______________________
• ☐ Landfill/Waste (only for non-hazardous, sanitized items)
• ☐ Internal Reuse (transfer to another department after sanitization)
  • New owner: _______________________

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Environmental Considerations

Does this asset contain hazardous materials?

• ☐ Yes (batteries, mercury, lead, etc.)
• ☐ No
• ☐ Unknown

If Yes, hazardous waste disposal required:

• ☐ Certified e-waste recycler
• ☐ Hazardous waste disposal service
• ☐ Return to manufacturer program
• ☐ Local hazardous waste facility

Environmental compliance:

• ☐ WEEE Directive compliance (electronic waste)
• ☐ Battery disposal regulations
• ☐ Swedish environmental regulations
• ☐ Other: _______________________

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Section 6: Approvals

Asset Owner Approval

Field	Information
Asset Owner Name
Review Date

I confirm:

• ☐ This asset is no longer required for business purposes
• ☐ All necessary data has been backed up or migrated
• ☐ Dependencies have been addressed
• ☐ Users have been notified (if applicable)
• ☐ Disposal method is appropriate

Approval Decision:

• ☐ Approved - Proceed with disposal as specified
• ☐ Approved with Conditions (specify): _______________________
• ☐ Not Approved (reason): _______________________

Comments:

[Any additional notes or conditions]

| Asset Owner Signature | | Date | |

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CISO Approval (Required for Confidential/Restricted Assets)

Field	Information
CISO Review Date

Security Review:

• ☐ Data sanitization method is appropriate for classification level
• ☐ Certificate of destruction will be obtained (if required)
• ☐ Disposal method meets security requirements
• ☐ No security concerns with proposed disposal

Approval Decision:

• ☐ Approved - Sanitization and disposal approved
• ☐ Approved with Enhanced Sanitization (specify): _______________________
• ☐ Not Approved (reason): _______________________

| CISO Signature | | Date | |

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Section 7: Sanitization Execution

Sanitization Process

Field	Information
Sanitized By
Sanitization Date
Sanitization Method Used
Tool/Software Used
Tool Version

Sanitization Checklist:

• ☐ Asset powered on and accessible (if applicable)
• ☐ Sanitization tool executed successfully
• ☐ Sanitization completion verified
• ☐ Verification report generated
• ☐ Asset labeled as sanitized
• ☐ Asset removed from network/domain
• ☐ Asset deregistered from asset management system
• ☐ Licenses deactivated/returned (if applicable)

Sanitization Results:

Media/Component	Method	Passes/Duration	Result	Verification
			☐ Pass ☐ Fail
			☐ Pass ☐ Fail
			☐ Pass ☐ Fail

Issues Encountered:

[Document any problems during sanitization]

If Sanitization Failed:

• ☐ Physical destruction required instead
• ☐ Escalated to CISO for alternative method
• ☐ Asset quarantined pending resolution

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Section 8: Disposal Execution

Disposal Process

Field	Information
Disposed By
Disposal Date
Disposal Method Used
Disposal Vendor (if applicable)
Disposal Location
Transport Method

Disposal Checklist:

• ☐ Asset sanitization verified complete
• ☐ Asset physically removed from premises
• ☐ Asset tracking labels removed
• ☐ Asset register updated (status: Disposed)
• ☐ Financial records updated
• ☐ Insurance notified (if high-value asset)
• ☐ Environmental compliance verified
• ☐ Certificate of destruction received (if required)

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Certificate of Destruction

Certificate Required?

• ☐ Yes (confidential/restricted data)
• ☐ No (public/internal data or no data)

If Yes:

Field	Information
Certificate Number
Issued By
Issue Date
Certificate Location	(File path or physical location)
Destruction Method Confirmed
Witness (if applicable)

Certificate Attached: ☐ Yes ☐ Pending ☐ Not Required

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Section 9: Financial Reconciliation

Asset Value Disposal

Field	Amount (SEK)
Original Asset Value
Current Book Value
Sale/Trade-In Value (if applicable)
Disposal Cost
Net Value

Financial Treatment:

• ☐ Asset written off
• ☐ Asset sold (revenue recorded)
• ☐ Insurance claim filed
• ☐ Tax benefit claimed (donation)
• ☐ Other: _______________________

Finance Department Notified: ☐ Yes (Date: _______) ☐ Not Required

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Section 10: Completion and Sign-Off

Disposal Completion

Disposal completed successfully:

• ☐ Yes
• ☐ Yes, with issues (documented above)
• ☐ No (explain): _______________________

Final Checklist:

• ☐ Data sanitization completed and verified
• ☐ Asset disposed per approved method
• ☐ Certificate of destruction obtained (if required)
• ☐ Asset register updated
• ☐ Financial records updated
• ☐ All approvals obtained
• ☐ Environmental compliance met
• ☐ Form completed and filed

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Final Sign-Off

Role	Name	Signature	Date
Disposal Executed By
Verified By (IT/CISO)
Asset Owner Acknowledgment

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Document Control

Version	Date	Author	Changes
1.0			Initial disposal request

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Quick Reference - Sanitization Requirements by Classification

Classification	Minimum Sanitization	Certificate Required	Acceptable Disposal
Public	None (but recommended)	No	Recycling, donation, sale
Internal	Secure overwrite (1 pass)	No	Recycling, donation after sanitization
Confidential	Secure overwrite (3+ passes) or degaussing	Yes	Certified recycling or destruction
Restricted	Physical destruction (shredding/crushing)	Yes	Certified destruction service only
Failed/Damaged	Physical destruction	Yes	Destruction regardless of classification

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Quick Reference - Asset Type Disposal Methods

Asset Type	Recommended Sanitization	Recommended Disposal
Hard Drive (working)	Secure overwrite or degauss	Recycling or destruction
Hard Drive (failed)	Physical destruction	Certified shredding
SSD (working)	Secure erase (vendor tool)	Recycling or destruction
SSD (failed)	Physical destruction	Certified shredding
Laptop/Desktop	Remove storage, factory reset	Recycling, sale, or donation
Mobile Device	Factory reset + encryption	Recycling or trade-in
USB/External Drive	Secure overwrite	Destruction (cost-effective)
Backup Tapes	Degaussing	Destruction
Paper Documents	Shredding (P-4 or higher)	Confidential recycling

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Notes

[Additional notes or special circumstances]

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Attachments

Attach the following:

• ☐ Certificate of destruction
• ☐ Sanitization verification report
• ☐ Disposal vendor receipt
• ☐ Environmental compliance certificate
• ☐ Photos of destruction (if required)

Attachment location: ___________________________________________________________

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Contact Information

For disposal questions:

• IT Operations: support@swedwise.se
• CISO: [Contact details]
• Facilities: [Contact details]
• Approved Disposal Vendors: [Vendor list location]