Asset Disposal Form

Purpose

This asset disposal form ensures every retired asset follows a consistent, auditable process — from decommissioning through data sanitisation to final disposal. Every field is designed to satisfy ISO 27001, IT Act, and GST audit requirements.

Section 1: Asset Details

• Asset Tag / Serial Number: Unique identifier from the asset registry.
• Asset Type: Laptop, desktop, server, printer, network device, peripheral, or mobile device.
• Brand & Model: Manufacturer and model number.
• Purchase Date: Original purchase date from asset record.
• Book Value (INR): Current depreciated value as per company books.
• Reason for Disposal: End of life, damaged beyond repair, obsolete, or surplus.

Section 2: Data Sanitisation

• Sanitisation Method: DBAN, BitLocker wipe, factory reset, or physical destruction.
• Date of Sanitisation: When the wiping was performed.
• Performed By: Name of the technician who performed the sanitisation.
• Verification Method: How sanitisation was verified — software report, visual inspection, or third-party certificate.
• Certificate Reference: For third-party destruction, attach the disposal certificate number.

Section 3: Approval

• Requested By: IT technician or department head requesting disposal.
• Reviewed By (IT Head): Confirms technical assessment and sanitisation completeness.
• Approved By (Finance): Confirms book value write-off and budget impact.
• Approval Date: Date of final sign-off.

Section 4: Disposal Details

• Disposal Method: Sold as scrap, donated, returned to vendor, or recycled.
• E-Waste Vendor: Name and GSTIN of the authorised e-waste recycler.
• Pickup Date: Date the asset left the premises.
• Disposal Certificate: Reference number of the certificate of destruction/recycling.
• Proceeds (if sold): Amount recovered, credited to company accounts.

Section 5: Registry Update

After disposal is complete, the asset record in the registry must be updated: status changed to 'Disposed', disposal reference added, and the record marked as permanently archived (not deleted). This ensures a complete lifecycle audit trail from procurement to disposal.