From computers and cellphones to monitors and printers, today’s Town services rely on a lot of technology. To keep everything secure and running smoothly, that equipment has to be updated and replaced from time to time. But have you ever wondered what happens with an old cellphone or laptop once it’s retired?  Over the past few years, the Town has made an effort to adjust the way we think about technology, thinking about each piece of equipment as an asset with a full lifecycle. With each new technology project, the Town looks for ways to reduce waste, extend useful life, and avoid unnecessary replacement spending. 

That thinking has led to real shifts in how the Town manages device purchases and replacement. Laptops went from a three-year replacement cycle to a five-year minimum before they were eligible for replacement. The IT Division has moved phones to a cloud-based system, which reduced the need for desk phones. During the townwide printer replacement, staff wrote reuse requirements directly into the Request for Proposal (RFP) and required proof that the vendor reused or responsibly recycled the replaced equipment. The Town also uses mobile device management to secure and reset staff phones when they are returned, so devices can be redeployed instead of coming back locked or unusable. 

Another key element of our shift is the Town’s new equipment reuse policy and program. The purpose of this program is to make equipment reuse safe and routine. When a piece of equipment is retired from Town service, the device is securely wiped to a Department of Defense level standard, then it is rebuilt, and tested, and redeployed into the community. Refurbished devices have gone to local partners, including Pacific Housing Inc, Sierra Community House, Sierra Senior Services, the Truckee Fire Protection District, and Tech Teens, a local program where high school students get hands on experience with technology. For many of the residents served through these partners, a working laptop or device can be out of reach, and these refurbishments help close that gap. Devices that aren’t able to be re-used have also been transferred to the California Cybersecurity Integration Center to be re-used in public agency cybersecurity threat detection and response trainings. 

Because of these efforts, more than 150 devices and large electronics have been kept out of the landfill—preventing about 3,600 pounds of electronic waste and resulting in an estimated 74,875 kilograms of carbon dioxide equivalent avoided, based on the emissions associated with manufacturing and purchasing new devices. By quickly redeploying refurbished devices, the program has also reduced storage needs by more than 100 square feet. 

Extending replacement cycles, requiring responsible recycling, and building secure reuse into everyday processes, creates a meaningful impact that adds up quickly. If you would like assistance getting started or draft policies for your organization, reach out to chardy@townoftruckee.gov.