Explore the Playbook

Repurposing devices that are no longer in use means that they will not go to landfill and importantly can be passed on to people who really need them. Reuse keeps devices higher in the circular economy hierarchy than recycling, avoids unnecessary waste, and helps people who are digitally excluded access reliable technology. The ambition is not simply to move surplus equipment: it is to deliver safe, secure, fit-for-purpose devices with support that enables people to use them confidently.

Technology reuse creates both social and environmental value.

It helps:

● reduce electronic waste

● extend the useful life of technology assets

● support ESG and sustainability objectives

● strengthen community outcomes

● improve access to technology for people experiencing digital exclusion.

The goal is not simply to move surplus equipment. The goal is to ensure suitable devices reach people who can use them safely, confidently and effectively.

Technology reuse does not need to be all or nothing.

Many organisations begin by donating a small proportion of suitable devices while continuing to resell or recycle the remainder through existing asset disposal arrangements. Over time, as partnerships, processes and budgets mature, the proportion of devices donated may increase.

The most important step is to begin considering reuse as part of normal asset management.

A program that donates 5% of suitable devices is creating more social value than a program that donates none.

A blended model that combines donation, resale and recycling can create significant social and environmental impact while remaining financially sustainable.

If you are just starting out, try these first steps:

1. Clarify your goals

Start by identifying why your organisation wants to repurpose technology. Are you looking to reduce e-waste, support your sustainability goals, create social impact or all of the above? Bringing the right people into the conversation early will help build support and ensure your program is successful. Consider involving IT, procurement, legal, privacy, cyber security, sustainability and finance teams, as well as colleagues who are passionate about driving the initiative forward.

2. Understand what technology is available

Look across your organisation to identify devices that are safe, useful and appropriate for reuse. Determine whether devices are owned, leased, managed through an ITAD arrangement or part of an existing refresh cycle. Starting with a small number of suitable devices can provide a quick win while helping you understand your longer term technology pipeline.

3. Partner with experts

Work with accredited, experienced partners who can guide you through refurbishment, data security, legal compliance and distribution processes. Community digital inclusion partners help identify need, support recipients, manage handover, protect privacy and collect feedback.

4. Plan for safe and responsible reuse

Before any devices leave your organisation, make sure your program complies with relevant legislation and best practice for data security, privacy and e-waste management. Establish clear processes for data wiping, refurbishment and asset management.

5. Think beyond the device

Access to a device is only one part of digital inclusion. Consider whether your organisation can also support connectivity, digital skills or ongoing assistance to help people get the most from their technology.

6. Start small and learn

Begin with a pilot program before scaling up. Testing your approach with a small number of devices will help you refine your processes, understand costs, improve logistics and measure impact before expanding your program.

Use this checklist to determine whether your organisation is ready to start atechnology reuse program.

Working with an experienced commercial or social enterprise refurbishment partner can make reuse safer and easier and minimise the number of resources you need to dedicate to this. A good distribution partner will understand local needs and be able to explain how devices will be allocated, stored, handed over and supported. They should also be able to tell you what information they need to collect, how they will protect privacy, and how they will report the impact of the donation without creating unnecessary burden for recipients. The best programs bring together the right mix of people and organisations: these may include:

ITAD / Refurbishment partner

Supports collection, wiping, testing, refurbishment and recycling of devices. Usually supports commercial remarketing of fleets. May have partnerships with Community or Digital Inclusion partners.

Digital inclusion partner

Usually an NFP or social enterprise, who provide a range of support including collection, wiping, refurbishment, redistribution and digital skill support. Generally, liaises with recipients directly or via community partners. May also have access to free or low-cost connectivity. Ranges in size from small, volunteer led locally focused through to national.

Read the case study on the National Device Bank which is one example of a digital inclusion focused distribution partner that connects donated devices with people experiencing digital exclusion through a network of community organisations across Australia. Depending on your organisation’s goals, location and the communities you want to support, it may be one of several distribution pathways to consider as part of your technology reuse program.

Leasing Partner

Provides leasing products and services and may be able to enable device donationas part of the leasing arrangement.

Community partner

A community organisation directly supporting prospective device recipients – for example NFP’s, libraries, schools, TAFEs, public housing services, migrant and refugee services, disability organisations, family violence services, youth services, employment services, health and telehealth services, local councils and First Nations community-controlled organisations. Provides direct understanding of local need and recipient support.

Connectivity partner

Provides free or low-cost data – normally via a NFP digital inclusion distribution partner or community partner. Good partnerships help manage risk, share costs, reach the right people, and make sure donated devices are safe, useful and supported. Global research (link)

consistently demonstrates that digital inclusion programs deliver the best results when delivered via trusted intermediaries – which makes partnership crucial. In Australia, they also help programs respond to local needs, including regional and remote delivery, First Nations-led approaches, culturally safe support, affordability barriers, connectivity gaps and responsible e-waste handling.

Often leasing is perceived to be a barrier to repurposing technology for good. However, increasingly leasing partners are seeking ways to support this. Leasing products can include mechanisms to donate a % of devices at the end of the lease period. Alternatively, you can ask your leasing company to build this into your lease.

Every organisation’s technology reuse journey will look different. The right approach depends on the number of devices you manage, your existing processes and the resources you have available. Whether you’re donating a handful of devices or managing a large technology refresh, there is a reuse pathway that can work for your organisation.

Corporates

Many businesses replace devices regularly as part of their technology lifecycle. Repurposing surplus technology can support sustainability, ESG and community investment goals while extending the life of valuable equipment.

Small organisations

Even a small number of devices can make a difference. Working with an experienced donation partner is often the simplest way to repurpose technology without creating additional administration.

Medium and large organisations

Organisations with regular technology refreshes can build technology reuse into business as usual. Long term partnerships and consistent processes can help maximise environmental and social impact while making reporting easier.

Education providers

Schools, universities and training providers often manage significant volumes of technology and may be able to build reuse into existing refresh and asset management processes.

Not for profits

Not for profits may have fewer devices to contribute, but can still participate through established reuse pathways or partnerships that minimise administrative burden.

Government

Government participation in the Tech Reuse for Good Charter is a voluntarily commitment that complements existing government frameworks. The National Device Reuse Principles are the primary policy framework for device donation and reuse activities. Compliance with government legislative, policy, security and disposal requirements takes precedence over Charter participation commitments.

The Digital Transformation Agency’s Sustainable Device Management Guide  is the primary source of practical guidance for Commonwealth entities on device donation, device reuse, security, sanitisation and disposal considerations. State and territory government entities may refer to the Sustainable Device Management Guide to inform device donation processes but must ensure compliance with their own jurisdiction’s requirements.

Through voluntary participation in the Charter, government entities can demonstrate leadership and contribute to a coordinated national device reuse ecosystem while continuing to meet your legislative, governance and operational obligations.

“What will this cost?” is usually one of the first questions organisations ask when they think about reusing technology for social good. The answer depends on four simple things: the quality of the devices, who prepares them, how far they need to travel, and what support is included after they are donated.

It also depends on what arrangements you already have in place. For example, your current IT asset disposal or recycling contract may allow devices to be donated for social good, or it may only cover resale, recycling or secure destruction. It is worth checking this early. Your leasing partner may have options to divert some of the devices being replaced through your leasing arrangement.

One of the most common misconceptions about device donation is that every suitable device must be donated.

In practice, many organisations use a blended model that combines donation, resale and recycling. This can allow organisations to begin contributing devices immediately while balancing refurbishment costs, logistics, support requirements and existing asset recovery arrangements.

Many successful programs start by donating a smaller proportion of suitable devices and increasing this over time as confidence, partnerships and funding mature.

The goal is not to maximise donation at any cost. The goal is to maximise long-term social and environmental impact through a sustainable reuse pathway.

A useful way to think about cost is to work backwards from the number of devices you want to donate. If 100 people need laptops, you will need to donate more than 100 laptops. That is because not every device collected will be suitable. Some may be too old, damaged, locked, missing chargers, too expensive to repair, or better used for parts or recycling.

There is no universal donation ratio. Some programs may be able to donate a high proportion of collected devices. Others may need to balance donation, resale and recycling to remain financially sustainable. The proportion of devices distributed to communities will depend on factors such as:

• device age and condition;
• refurbishment requirements;
• support expectations;
• logistics costs;
• community needs;
• resale market conditions.
  
  

“Good-quality” usually means fully working, in good condition, under five years old, unlocked, and supplied with chargers where needed.

If fewer devices meet this standard, the program can still work, but it may need extra funding, a higher device to donation resale ratio, sponsorship, grants or in-kind support.

Distribution and logistics costs can be just as important as refurbishment costs. Donating a batch of devices to one partner may be simple. Getting devices to many locations, especially regional or remote areas, may involve extra freight, suitable packing, storage, damage risk, local support, warranty returns and follow up. National donation pathways should plan for these costs and may benefit from  logistics partners or pro bono freight support.

If you are doing this independently, start by asking who the devices are for and what they need to use them well. A student, job seeker, telehealth user or community centre may each need a different type of device. Costs may also include pre-installed software, chargers, bags, SIM cards, data, replacement batteries or parts, accessibility settings, translated guides or basic digital skills support.

Alternatively, trusted donation partners can make distribution more effective, but their time should be planned and funded (normally through either direct funding, philanthropy or device sales). They may help identify need, confirm eligibility, store devices, run handover sessions, provide onboarding, troubleshoot issues and collect feedback. Where Aboriginal and Torres Strait Islander communities are involved, programs should be designed with community-controlled organisations or locally recognised governance structures.

For example, if 200 people need devices, and your model needs about three good incoming devices to create two donation-ready devices, you may need around 300 good-quality devices before allowing for delivery, support and warranty costs. If the distribution model is more complex, you may need extra funding to close the gap, or reduce the donation ratio (e.g. donate only 150 devices).

If your organisation replaces devices on a regular cycle, this can be a good time to build reuse into the process. Devices are easier to reuse when they are identified before they sit unused for years. Early planning also gives refurbishers and community partners time to prepare for collection, data wiping, testing, storage and distribution. Reusability may also play a role in your decision-making. Many

refurbishers can provide data on historical device performance (e.g. battery life) or factors that may make devices more reusable (e.g. types of power adaptors required).

You should check whether devices are leased, owned outright, covered by warranty, locked to a mobile device management system, or linked to an existing IT Asset Disposal agreement. These details can affect whether devices can be donated, when they can be transferred, and what approvals are needed.

If it’s not you, contact the person or team responsible for managing your organisation’s IT assets at the start of the process and keep in contact throughout. They may sit in IT, procurement, finance, facilities, cyber security or sustainability. They can help you understand what devices exist, when they are due to be replaced, who owns them, and what needs to happen before they can leave the organisation.

They may also be able to help with:

• A clear inventory of IT assets, including hardware, software, licences and accessories.
• Asset tracking, so devices can be followed from collection through wiping, refurbishment, donation, resale or recycling.
• Checking whether legal, privacy, cyber security, procurement and finance requirements have been met.
• Confirming whether existing IT asset disposal, leasing or recycling contracts need to be changed before devices can be donated.
• Forecasting future technology refresh cycles so reuse becomes part of normal planning rather than a one-off clean-out.
  

Laptops, tablets and smartphones are usually the most useful devices for digital inclusion because they are portable and support everyday tasks such as study, job search, telehealth, banking, government services, communication and online forms. Laptops are often especially needed, even though they can be more complex and costly to refurbish than phones or tablets.

Other equipment can still have value. Monitors, desktops, printers, audiovisual equipment, servers, cables, chargers and docking stations may not always be easy to place directly with individuals, but they may support community organisations, generate resale income, provide spare parts, or help fund refurbishment of more useful devices.

A good donation device should be safe, reliable and useful for the person receiving it. As a simple guide, prioritise equipment that is fully working, in good cosmetic condition, under five years old, unlocked, supported, and supplied with chargers or essential accessories where needed.

Try not to think of reuse as simply handing out whatever is available. A device is only useful if it fits the person’s needs. A student may need a laptop with a keyboard and camera. A person accessing telehealth may need a tablet that is easy to use. A job seeker may need a device that can handle online forms, video interviews and document creation. A community centre may need shared devices that are durable and easy to manage.

For regional and remote Australia, also think about connectivity, repair options, warranty returns, power supply, ruggedness, portability and local support. Where accessibility is important, check whether the device can support screen readers, captions, larger text, alternative input devices or other assistive technology.

Some devices will not be suitable for refurbishment or distribution, but they can still support the overall goal. A digital inclusion partner or ITAD partner may be able to recover parts to make other devices usable, sell higher-value items to fund donation, or recycle equipment responsibly. Reputable, accredited recycling providers that meet recognised standards for safe e-waste handling, can help to recover valuable materials and keep e-waste out of landfill. Sharing as much information as possible about the device specs and condition will support this decision making. Tracking these outcomes helps show the full social and environmental value of the program.

The best approach is to work backwards from the standards your organisation needs to meet. Speak with your privacy, cyber security, legal, records management and procurement teams before devices leave your control. They can help decide what level of wiping is required, what records are needed, who can do the work, and what should happen if a device cannot be wiped. Understand what is done with devices today from a security perspective and how this can be matched. For example, many organisations work with leasing partners or ITAD’s who securely collect and wipe devices – this process can be replicated for devices being donated.

In Australia, this may include obligations under the Privacy Act 1988, the Australian Privacy Principles, the Notifiable Data Breaches scheme, the Australian Government Information Security Manual where relevant, and any sector-specific rules for health, education, financial, government or community service data (e.g. APRA CPS 234 and 230).

You can effectively and securely outsource data wiping and refurbishment by choosing a specialist partner to manage it. This can rovide reassurance that devices are handled safely, that wiping is completed using recognised processes, and that your organisation receives the records it needs for information security, audit and reporting purposes.

When choosing a partner, ask whether they can provide secure collection, controlled storage, asset tracking, recognised data  sanitisation tools, wiping certificates, exception reports, responsible recycling for failed devices, and clear reporting on what happened to every item.

If you choose an in-house process, this can be a bit more complicated, but still possible. It can work if you have the right skills, tools, approvals and records. It may involve costs for wiping software, replacement storage, staff time, secure storage and quality checks. If your organisation is doing this itself, make sure the process is documented and that your team knows what to do if something does not go to plan.

Before wiping starts, check that devices are not locked to a previous user or organisation. This may mean removing BIOS or firmware locks, mobile device management software, activation locks, cloud accounts, user profiles and passwords. A device that cannot be unlocked may not be suitable for donation, even if the hardware itself still works.

If you are data-wiping internally, it is important that you retain and share data-wiping certificates, as otherwise your partner may need to re-wipe the devices, which will increase time and costs and potentially reduce the number of devices which can be redistributed.

For most reuse programs, deleting files or resetting a device is not enough. Data-bearing devices should be sanitised using a ecognised method, such as NIST SP 800-88 or an equivalent standard accepted by your organisation. The method may differ depending on the device, storage type and risk level.

Keep simple records for each device. These should show the asset identifier, device type, wiping method, result, date, person or provider responsible, and what happened next. If a device fails wiping, cannot be accessed, has a damaged drive, or cannot be unlocked, record the exception and follow an agreed process for secure destruction, parts recovery or recycling.

Security does not only happen at the wiping stage. Think about the whole journey from collection to donation or recycling. Where will devices be stored? Who can access them? How are they packed and transported? How are assets tracked? What happens if a device goes missing, is damaged, or cannot be wiped?

A simple end-to-end process should cover collection, secure storage, transport, wiping, testing, refurbishment, operating system installation, distribution and recycling. Each handover should be clear, recorded and understood by the organisations involved.

Once a device has been wiped and tested, it needs a supported operating system and basic setup before it can be donated. This should include current security updates where available, removal of old accounts, simple user instructions and any agreed accessibility settings or software needed for the intended use.

Operating system choices should be made carefully to align to the needs of communities being supported. If you are doing this yourself, consider licence rights, support dates, security updates, ease of use, accessibility, privacy, performance on older hardware, and whether the recipient or distribution partner can get help if something goes wrong. If an operating system is no longer supported, the device may need an alternative pathway, a hardware upgrade, resale for parts, or responsible recycling. If you’re working with a refurbisher, consider having a conversation about operating systems being applied to devices.

• Who has approved the device release, and are the assets owned or leased?
  
  
• What data wiping standard or method is required?
  
  
• Who will wipe the devices, and what evidence will they provide?
  
  
• How will devices be stored, transported and tracked before wiping is complete?
  
  
• What happens if a device cannot be wiped, unlocked or updated?
  
  
• Who is responsible if a device is lost, damaged or later found to contain data?
  
  
• What operating system will be installed, and is it supported and licensed for the intended use?
  
  
• What records will be kept for audit, reporting and privacy purposes?

Start by considering who your organisation hopes to help through its technology reuse program. This might include students, job seekers, older people, people with disability, newly arrived migrants and refugees, First Nations communities, people experiencing homelessness or community organisations.

Your donation partner can help you understand local demand and identify where your devices will have the greatest impact.

Some organisations may choose to distribute devices directly to employees, customers, students or local communities. If you take this approach, it’s important to have a clear and fair process for identifying recipients, matching devices to their needs and managing handover. Consider how recipients will access connectivity, digital skills and ongoing support, either through your organisation or by partnering with other organisations. You should also have processes in place to protect privacy, manage enquiries and track the impact of your device donations.

Organisations with Reconciliation Action Plan commitments can employ technology reuse to support practical digital inclusion outcomes, with a community led, culturally safe and appropriately resources pathway. Work with Aboriginal Community Controlled Organisations (ACCOs), a recognised First Nations device distribution program, or locally recognised governance structures. Agree what devices and support are useful and plan for connectivity, digital skills, onboarding and aftercare.

Case Study: include FN Device Bank pilot case study focussed on how devices were combined with community led support, training and connectivity pathways.

Distribution can be more complex outside major cities. Freight, storage, delivery timeframes, warranty returns, repairs, connectivity and local onboarding may all need extra planning. A device that is suitable in a city may not be suitable in a remote setting if it cannot be repaired, charged, updated or connected easily.

Where devices are intended for Aboriginal and Torres Strait Islander communities,

distribution should be designed with community-controlled organisations or locally recognised community governance structures. This helps ensure the program is culturally safe, locally useful, and aligned with community priorities. It also helps avoid a one-way donation model where devices arrive without the support, connectivity or local ownership needed to make them useful.

Experienced digital inclusion distribution partners do much more than hand out devices. They can help:

• identify people and communities who need technology
• match the right devices to different needs
• manage storage, logistics and handover
• provide or connect people with digital skills and connectivity support
• protect privacy and manage recipient information
• collect simple impact data and reporting.
  
  

Working with an established partner means you don’t need to build these systems yourself.

Even when working with a partner, it’s helpful to discuss how devices will be distributed and supported. For example:

• Will devices be provided free of charge or at low cost?
• Will recipients receive chargers and other essential accessories?
• Who will provide support if a device doesn’t work?
• How much resource are we willing to commit to distribution and how might apartner support us?
• How will recipients access digital skills or connectivity support if needed?
• Are there additional considerations for regional, remote or First Nations communities?

Your distribution partner will be able to advise on the most appropriate approach for the communities they support.

• Who will benefit from the donated devices?
• How are devices matched to people’s needs?
• What support (warranty, tech support, connectivity) is provided alongside the device?
• How are privacy and personal information managed?
• How will the impact of the donations be measured and reported?
• What ongoing support is available if recipients need help?

When planning your technology reuse program, think about:

• Connectivity: Will recipients have affordable and reliable internet access to use their device?
• Digital skills: Will they need help getting started or building confidence using technology?
• Online safety: Will they have access to trusted information about protecting their privacy, avoiding scams and staying safe online?
• Ongoing support: Who can they contact if they need help using or maintaining their device?

Many donation and community partners already provide wraparound support alongside devices. This may include affordable connectivity options, digital skills training, Digital Mentors, technical support or referrals to local services. Discuss these needs with your donation partner early so they can help match devices with the right support for the people receiving them.

Even if another organisation is providing ongoing support, it’s helpful to include a simple welcome guide with each device. This could include basic setup instructions, information about accessories provided, how to access support, and where to find trusted online safety and digital skills resources.

Questions to ask

• Will recipients be able to access free or affordable internet?
• Does your donation partner provide digital skills or connectivity support?
• Are trusted local services available if recipients need help?
• Does the device include basic information to help people get started and stay safe online?

By signing the Tech reuse for Good Charter, organisations make a practical commitment to report annually on their contribution. The annual survey will capture simple device-volume information, partners you have worked with or plan to work with and pathways used. Case studies are a great way to tell the story behind the numbers where consent and privacy requirements are met.

A good ‘rule of thumb’ is to keep reporting useful, simple and proportionate. The aim is not to collect as much data as possible. The aim is to show that devices are moving safely through the system, reaching people who need them, and creating social and environmental value. Some options you may wish to consider when reporting on your donations are as captured below, however you may need to work

with your selected partner on what is viable given funding constraints and resource limitations for many for-purpose organisations.

Good reporting usually combines numbers with stories. Numbers show scale: how many devices were reused, how much e-waste was avoided, how many people or community organisations received support. Stories show why it matters: a student able to complete homework, a job seeker able to apply online, a family able to access telehealth, or a community organisation able to support clients more effectively.

In Australia, reporting can support sustainability, ESG, reconciliation, digital inclusion, community investment, procurement and product stewardship goals. It can also help partners learn what works, what costs more than expected, and where

extra support is needed.

Impact stories can be powerful, but they should be collected carefully. Ask for consent, explain how the story or photo will be used, avoid collecting more personal information than needed, and make sure people can say no without affecting their access to support. De-identified case studies or community-level stories may be more appropriate than individual stories in some settings.

Where Aboriginal and Torres Strait Islander communities are involved, reporting should be designed with community-controlled organisations or locally recognised governance structures. Communities should have a say in what is measured, how stories are told, who owns the data, and how findings are shared back.

You do not need a perfect dashboard before you begin. Start with a small set of measures that partners can collect consistently. For many programs, the essentials are device numbers, device outcomes, where devices went, what support was provided, and a small number of impact stories or feedback themes.

As the program grows, you can add more detail. For example, you may track pass

rates by device type, common faults, refurbishment costs, warranty returns, regional delivery costs, connectivity needs, digital skills referrals, environmental estimates and resale income reinvested into donation.