Employee Buyback Programs: Turning Retired Laptops into Perks Securely

With accelerating refresh cycles, many organizations are replacing their devices more frequently. Yet, when old laptops become decommissioned, they don’t need to become e-waste or a data risk. Employee laptop buyback programs are a sensible solution offering value for businesses and their people alike: sustainability, employee satisfaction, and secure IT asset disposition. Here’s a closer look at what these programs entail, and how to introduce one in your organization.

What are employee laptop buyback programs?

As their name suggests, an employee laptop buyback program is a system in which organizations allow their employees to purchase company-issued laptops for a reduced price. Typically, these initiatives take place when devices are being refreshed, there’s a surplus of equipment, or when the employee is leaving the company.

Why employee buyback programs are gaining momentum

Several factors are driving the uptick in employee laptop buyback initiatives. For one, device turnover is on the rise due to hybrid work arrangements and evolving performance needs. In fact, most organizations are replacing laptops every three to five years. Additionally, organizations are responding to the fact that employees appreciate practical and personalized perks: 65% of workers appreciate having the option to choose their own benefits, and buyback programs give them a choice for purchasing technology.

At the same time, organizations benefit from reduced storage, lower disposal costs, and higher participation in sustainability initiatives. Moreover, the global emphasis on the circular economy and responsible e-waste reduction is growing, and many organizations are making sustainable choices that reflect their ESG goals.

How employee laptop buybacks work

Employee laptop buyback programs can follow a straightforward process:

• The IT department flags devices eligible for refresh.
• Devices undergo secure data sanitization and refurbishment. To ensure the utmost security, data wiping should be outsourced through a certified provider such as Quantum, who can use industry-leading standards to remove all company information.
• Fair market value is determined through independent research.
• Employees opt in to purchase their refurbished device at a subsidized or discounted price.

The benefits of laptop buyback programs for organizations and employees

The advantages of laptop buyback programs are compelling for organizations and employees alike.

For companies, these programs:

• Reduce e-waste and align with ESG goals.
• Cut storage and disposal costs. Storing unused IT equipment in a warehouse offsite can be a significant cost: prices can climb up to $15 per square foot each year, but may be even more for climate-controlled storage.
• Generate goodwill among employees and boost satisfaction.

For employees, laptop buybacks offer:

• Affordable access to a familiar, fully functional laptop.
• A perk that supports remote work or personal use.
• Confidence knowing the device is wiped, refurbished, and reliable.
• Increased participation in sustainability initiatives by giving devices a second life.

Security considerations for employee laptop buybacks

Although the advantages are clear, employee laptop buyback programs must be navigated with caution. Data security must be the cornerstone of the initiative, and risk mitigation is essential for avoiding data breaches, compliance issues, and reputational harm.

There are several essential steps companies must take before a device can change hands:

• Certified data erasure (NIST 800-88 or equivalent).
• Hardware testing for functionality and safety.
• Removal of company assets (labels, credentials, MDM enrollments).
• Chain-of-custody documentation.

A third-party provider such as Quantum can navigate these steps to streamline the process. No matter which provider you choose, be sure to discuss certification standards and audit requirements in advance.

Best practices for running a secure and successful buyback program

As you pursue an employee laptop buyback program in your organization, here are several best practices to bear in mind:

• Create a clear policy and eligibility criteria for devices.
• Partner with reputable ITAD specialists whose capabilities meet applicable compliance standards.
• Communicate the process, value, and security steps to your employees.
• Track metrics to gauge the program’s performance, such as participation rate, device resale value, e-waste reduced.
• Continuously refine the program based on feedback and device refresh cycles.

Laptop buyback programs are a secure, sustainable, and employee-friendly initiative for device lifecycle management. With the right controls, retired laptops can become an innovative perk rather than a liability. Quantum is NAID AAA certified, which represents compliance with all known data protection laws. Find out more about our data wiping services which can be used to support employee buyback programs here.