Maximizing ITAD and E-Waste Transformation in Nova Scotia: A Sustainable Approach

In 2024, the Province of Nova Scotia served a population of approximately 1.06 million people across 428,225 households. With a strong commitment to its citizens by nurturing vibrant communities and driving economic growth, Nova Scotia places a high priority on accessible healthcare, quality education, and comprehensive social services to enhance residents' well-being.

To effectively deliver this broad range of services, the Province relies on advanced and reliable technology. The Province actively employs data and technology teams and continuously upgrades its computer and data storage systems to ensure reliable service delivery. Nova Scotia has implemented several measures to address data security and privacy concerns and minimize the environmental impact of retiring IT assets.

On January 4, 2019, the Province issued an RFP for End Point Devices and Accessories, awarding the contract to IMP Solutions in September 2019. The RFP required that devices be EPEAT certified, ensuring sustainability throughout the electronics life cycle. IMP Solutions proposed a process improvement for end-of-life disposal, utilizing Greentec services to implement strategic IT asset disposition (ITAD) practices. This partnership has enabled Nova Scotia to manage end-of-life assets in an environmentally responsible manner, aligning with the Province's commitment to sustainability.

The Challenge

To maintain competitiveness and support the constantly evolving technological needs of government bodies, the Province of Nova Scotia needed to find solutions to responsibly dispose of retired IT assets and e-waste. Without secure end-of-life asset disposal, the Province was vulnerable to system failures, cyber attacks and data security breaches - risks that threaten not only a loss of productivity but regulatory non-compliance. There was also the risk of negative environmental impacts. Improper disposal of technological hardware can lead to chemical leaks, increased air pollution, greenhouse gas emissions and ecosystem disruption. Each one of these risks could have resulted in significant reputational damage.

As assets reach their end of lifecycle, they become a liability to the Province. IT assets need to be properly decommissioned, which means powering up, testing, and erasing data clean. To have an efficient process in place, this would need to occur for thousands of devices at a time. They also need proper documentation to back up data destructions. Imagine walking into a warehouse and seeing piles of old technology gathering dust - waiting for IT staff to take time out of their busy daily responsibilities and activities to properly decommission them.

Options Available To Provinces

There are a number of options available when it comes to the disposal of retired IT assets:

1. Charitable donation

Provinces can donate assets to a charitable organization. While this could be a beneficial public relations strategy, there is still a lot of work required from the IT staff to power up each and every device and remove any residual data and securing IT assets to prevent a risk of data security and privacy breaches. There is also no guarantee of environmental responsibility.

2. DIY and have ITAD be the responsibility of the IT department

While this would initially appear to be a cost-saving strategy, it would disproportionately increase the burden on in-house IT staff. There is also the need to acquire the appropriate systems, tools and training required for this to be successful.

3. Electronics recycler

This easy and convenient option lacks security and regulatory compliance guarantees. Provinces cannot rely on the recycler to ensure data security and environmental compliance because most recyclers treat retired IT assets like scrap metal to be recycled.

4. Hardware Vendors

Many vendors promise convenience, but ITAD is often treated as a sideline business with insufficient documentation and chain of custody. E-waste is also sometimes shipped to third parties, which introduces additional security and environmental risks.

5. Incumbent Vendor

Provinces sometimes find it easier to stick with legacy providers, but they can occasionally miss critical emerging requirements and avoid updates, both of which put security at risk. They may also be using uncertified outsourced staffing.

The Solution

The Province of Nova Scotia was relying on its own IT staff and resources to manage the substantial volumes of devices reaching their end-of-life cycle. This process consumed significant time and effort that could have been better allocated to other operational areas. Consequently, the Province recognized the benefits of the proposed process improvement, which utilized Greentec to handle all logistical aspects, including large-scale data destruction, device testing and refurbishing where feasible, and environmentally responsible recycling of e-waste.

The Implementation Process

During the implementation period, the Province of Nova Scotia experienced significant improvements in its operational functions. Greentec’s influence was evident in the following areas:

• Initial assessment: Identifying asset inventory, disposal processes, data security measures and compliance requirements. Novia Scotia’s specified needs and objectives were considered as Greentec identified areas of improvement to develop a tailored ITAD strategy.
• Onboarding Training: Following the implementation of an ITAD strategy, Greentec’s training of Nova Scotia’s staff in proper asset tagging, asset disposal forms, data sanitization and other aspects of ITAD process, allowed proficiency in processes and ensured proper compliance.
• Identifying IT Assets For Disposal: Following the identification process, Nova Scotia’s collection of IT assets slated for disposition were conveniently collected through Greentec’s secure asset transportation to R2V3; International Organization for Standardization (ISO) certified and Ministry of Environment approved processing facility in Cambridge, Ontario.
• Data Security: Using certified data sanitization methods, NAID AAA-certified Greentec protects data stored on retired IT assets using effective licensed software-based data erasure or physical destruction of storage media.
• Resource Recovery: Through Greentec’s services, selected retired assets can be refurbished and remarketed, maximizing return on investment and providing Nova Scotia with financial reimbursement.
• Transparent Reporting: Greentec’s detailed documentation and asset disposition reporting ensures transparent demonstration of adherence to security and regulatory requirements.

Greentec believes that managing IT assets at end of lifecycle should not overburden your staff, nor should it put your transformation, security and sustainability at risk. At Greentec we’ve made security and sustainability our foundational Pillars. Greentec’s risk-free approach to technology lifecycle management removes the complexities and inefficiencies with DIY and simplifies the process while maximizing value recovery. Greentec advanced lifecycle management GLM simplifies the asset disposal process because it provides a complete solution for the logistics, processing and reporting of assets and materials.

Transformation

Greentec’s lifecycle services streamlined the Province of Nova Scotia’s ITAD and e-waste management process, eliminating the risks and complexities associated with disposing of data and technology assets. With Greentec’s expertise, Nova Scotia achieved the following results:

• Repurposed Over 38,000 Devices: This effort resulted in a carbon reduction of more than 5.1 million kilograms of C02e, equivalent to planting over 123,000 trees, according to Greentec’s sustainability calculators.
• Recovered 81,000 Kilograms of E-Waste: By diverting this waste from landfills, Greentec processed it to reclaim valuable resources like plastics, steel, aluminum, copper, and precious metals. This contributed an additional reduction of 125,000 kilograms in greenhouse gasses and supported the circular economy.
• Secure Data Destruction: Ensured that any residual data on devices was securely destroyed, adhering to strict data privacy and security standards.
• Regulatory Compliance: Met all applicable data privacy, health, safety, and environmental regulations.

Through Greentec’s ITAD services, Nova Scotia effectively managed and disposed of end-of-life assets in an environmentally responsible manner while maintaining rigorous compliance. The integration of these strategies has facilitated continuous improvement and ensured a sustainable future for the Province’s regulatory practices.

Exceeding Expectations

By leveraging Greentec’s expertise and resources, the Province of Nova Scotia successfully optimized the capacity and efficiency of its IT team. Greentec’s solutions ensured that the IT asset disposition process was secure, compliant, and environmentally responsible.

The meticulous destruction of sensitive data not only enhanced security but also significantly mitigated the risk of data breaches. This collaboration between the Province of Nova Scotia, IMP Solutions, and Greentec underscores a strong commitment to sustainability and responsible environmental stewardship.

The Environmental Goals and Climate Change Reduction Act reflects Nova Scotia’s dedication to creating a sustainable future and improving the quality of life for its residents. With ambitious targets to reduce greenhouse gas emissions by 53% by 2025 and achieve net-zero emissions by 2050, the Province is making substantial strides toward combating climate change and fostering a healthier, more equitable environment for all Nova Scotians.