IT00011 - IT Assets Disposal Policy v1.1 - Des 2017

TWK Agri Proprietary Limited 

Reg. No. 1999/014168/07 

T: +27 (0)17 824 1000 

F: +27 (0)17 824 1077 

128 

Piet Retief 2380 

twk@twkagri.com 

De Wetstraat 11 De Wet Street 

Piet Retief 

Mpumalanga 

Policy and Procedure – IT Asset Disposal Policy 

Department: Information Technology 

Reference: IT 0011 (v1.1) 

CONFIDENTIAL 

THIS DOCUMENT IS THE PROPERTY OF TWK HOLDINGS (PTY) LTD. 

ILLEGAL USE AND COPYING OF THIS DOCUMENT IS STRICTLY PROHIBITED.

Policy Heading 

IT Asset Disposal Policy 

Process Reference 

number 

IT 0011 (v1.1) 

Impact area 

(Entity) 

Owner fo Policy 

TWK Agriculture Holdings 

(Pty) Ltd, TWK Investments 

Ltd and TWK Agri (Pty) Ltd 

and all affiliated and 

relevant companies in the 

group (“the TWK Group”) 

TWK Agriculture Holdings 

(Pty) Ltd, TWK Investments 

Ltd and TWK Agri (Pty) Ltd 

and all affiliated and 

relevant companies in the 

group (“the TWK Group”) 

Effective Date 1 December 2017 

Division 

Corporate 

Services (IT) 

Implemented by Friedrich Springhorn Developed by IT Team 

Issued 24 November 2017 Approved by 

Executive 

Manager: 

Corporate 

Services 

IT 0011 Version: 2017/v1.1 Page 2 of 13 

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Contents 

1 Introduction ..................................................................................................................4 

1.1 High Level Objective ........................................................................................................4 

1.2 Audience ......................................................................................................................4 

1.3 Scope ............................................................................................................................4 

1.4 Compliance ..................................................................................................................4 

2 Minimum CONTROLS for disposal or transfer of assets ............................................5 

2.1 IT Equipment .................................................................................................................5 

3 Procedure to purge information on computer assets ............................................8 

4 Table of amendments and version control ........................................................... 12 

5 POLICY APPROVAL ................................................................................................... 13 


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1 Introduction 

1.1 High Level Objective 

This policy is intended to govern IT assets in the TWK Group as well as give 

guidance relating to procedures and accountability with regards to IT assets. This 

policy should be regarded as providing clarity and consistency for what is 

considered acceptable or desirable practice. 

1.2 Audience 

This document has been created for those who are responsible for overseeing the 

function of maintaining the IT assets register as well as to who is responsible for the 

TWK Group’s sensitive information. 

1.3 Scope 

This policy and subsequent controls apply to the following: 

• Computer equipment such as desktops, servers and laptops 

This policy excludes the following: 

• Trademarks 

• Buildings 

• Any rented equipment 

1.4 Compliance 

Deviation from the minimum requirements of this Functional Standard must be 

approved through IT Management. Any breach may result in disciplinary action 

being taken against our employees and legal or criminal action being taken 

against related external parties. 


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2 Minimum CONTROLS for disposal or transfer of assets 

2.1 IT Equipment 

1. IT equipment with electronic storage capability will be subject to the purging of 

information procedure as set out in section 3 of this document. 

2. IT equipment may be donated, scrapped or sold off. The Executive Manager: 

Corporate Services needs to authorise this chosen action. 

3. A disposition certificate needs to be completed and approved by IT 

Management. 

4. The cost centre will absorb the costs of the scrapping. 

5. Specific procedures apply to donations, scrapping and sales: 

6. Donations 

• All donations need to be authorised by the relevant Exco member. All 

donations of equipment must accompany the non-profit organization 

(NPO) number where applicable and must be approved by Exco. 

• Where items are donated, a donation certificate must also be obtained 

where applicable. 

• The cost centre will absorb the costs of the donation(s). 

7. Scrapping 

• Authorisation for scrapping of assets is required, as per the TWK Group’s 

Asset policy. 

• The cost centre will absorb the costs of the scrapping 


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8. Sales 

• Sales to third parties need to be accompanied with an invoice and sales 

agreement. 

• Sales to the TWK Group staff may only take place through an auction. TWK 

Group staff may only be allowed to bid on auction for desktops and 

laptops: 

o 

o 

o 

o 

o 

o 

o 

o 

One desktop or laptop may be auctioned to a staff member in a period 

of 5 (five) years. IT Management will maintain a list of historic sales to 

staff. 

The Executive Manager: Corporate Services or IT Management will 

execute the auction process and determine a date and time of the 

auction. They may also determine additional rules around the auction 

process and communicate it to staff upfront. 

All bids from staff members will be considered as final. Bids must be 

completed in writing and submitted to IT Management before the expiry 

date and time. 

The highest bidder will be considered as the new owner of the laptop or 

desktop. 

The CFO reserves the right to determine a reserve price. 

There will be no limit to the bidding price. 

Should the winner fail to fulfil payment within 5 (five) working days, the 

laptop or desktop will be offered on auction again. The winner will be 

excluded from future auctions. 

All sales will accomplish with a sales agreement, invoice and payment 

remittance. 


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9. Transfer 

• Assets can only be transferred to another company / cost centre with the 

same VAT treatment. 

• If another cost centre accepts fixed assets the acceptance of the receiving 

outlet should be documented, signed and the designation clearly 

stipulated. The Asset Transfer Disposal form is available on the TWK intranet 

site as this will be used as supporting documentation to process the transfer 

of assets on the fixed asset register. 


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3 Procedure to purge information on computer assets 

The KillDisk procedure is used to purge all information on the disk. 

Active@ KillDisk is a tool that is used to clear Hard Drives and conforms to four 

international standards for clearing and sanitising data. This procedure ensures that a 

disk is wiped and cleared of sensitive information. 

Process: 

1. With the laptop or desktop switched off, insert either the Active@ KILLDISK 

bootable CD disk into your CD-ROM drive. 

2. Start the PC by turning on the power. The screen will display the Microsoft DOS 

prompt. 

3. At the DOS prompt, run Active@ KILLDISK for Hard Drives by typing: KILLDISK.EXE 

The Detected Physical Devices screen appears... 


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All system physical devices and logical partitions are displayed in a list. 

4. Change the position of the cursor in the list using the keyboard [Down] and [Up] 

arrow keys. A list of commands is displayed below the device list. Hard drive 

devices are numbered by the system BIOS. A system with a single hard drive 

shows as number 0. Subsequent hard drive devices are numbered 

consecutively. For example, the second device will be shown as Hard Disk 1. 

5. Select a device and read the detailed information about the device in the 

right pane. Below the device, select a logical partition. The information in the 

right pane changes. As well, the list of commands changes. 

6. Be certain that the drive you are pointing to is the one that you want to erase 

or the one you want to wipe. If you choose to erase, all data will be 

permanently erased with no chance for recovery. 

7. After parameters have been set, move the cursor down to CONFIRM AND 

ERASE. 


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8. To preview the sectors in a device, press [Ctrl + S]. The Preview Sector 

screen appears 

Verification 

9. IT Administrators will have to verify whether the disk or any part of the disk is 

recoverable. The IT Administrator shall use Recovery Software to execute this 

verification. 

10. The IT Administrator shall attempt to complete the full restore. 

11. Should no information be restored on the system, the asset may be scrapped 

as per section 1 of this policy. 

12. IT Management will be required to verify this information prior completion of the 

Disposition Certificate. 


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Full Restore Example: 


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4 Table of amendments and version control 

Ref Compiled/ Version Date of last Amendment description 

Nr Edited By 

revision 

1 F Springhorn 1.0 30.11.2017 Drafting of Policy 


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5 POLICY APPROVAL 

Name Designation Signature Date 

Wessel van Zyl 

Pieter Henrico 

Friedrich Springhorn 

Executive Manager: 

Corporate Services 

Manager:IT 

Infrastructure 

Manager: IT 

Operations 


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IT00011 - IT Assets Disposal Policy v1.1 - Des 2017

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