Donating your old devices can make a significant impact on the lives of children, nonprofit organizations, educational institutions, and underserved communities.
I’ve seen firsthand how a donated laptop can transform a student’s educational experience. Understandably, there can be some apprehensions about donating devices, especially for companies storing highly confidential data. Donating devices isn’t without risks, but with the proper steps, you can donate your devices knowing you’ve taken the proper procedures to erase sensitive data.
Working with an R2v3, RIOS, and NAID AAA certified ITAD vendor like ITAMG can help to simplify the process; however, whether you work with a professional organization or prepare your device yourself, understanding the essential steps is crucial for protecting your data and maximizing the impact of your donation.
Before you drop off that old smartphone or laptop, there are important steps you need to take to protect your personal information and ensure your device is ready for its new owner. This guide will walk you through the essential steps for safe and responsible computer donation. Each item listed can act as a checklist as you prepare your devices. Some steps are straightforward and likely already on your radar (logging out of your profiles, for example), but many steps, like suitable data erasure, are not so straightforward and often require certified experts.
Let’s get into it.
Actions to Take Before Donating Your Device
This section acts as a checklist of items that you may be able to do yourself before handing your device to a data destruction expert.
Take a full backup
The first and most crucial step is backing up all your valuable data. Think about all the photos, documents, and files you’ve accumulated over the years—you don’t want to lose those memories or important information.
There are two main ways to do this, cloud storage or hard drives. Often, a mixture of both solutions is needed. You want your most important files secured so you can access them. If you’re accessing from many devices, cloud storage can be ideal.
Take a backup with cloud storage solutions before you donate your device.
Commonly, businesses use cloud services like Google Drive, iCloud, or OneDrive. Before donating your device, we recommend getting your most important files into the cloud.
Ideal for:
- Storing documents, photos, and contacts
- Accessibility from any device
Take a backup with hard drive solutions before you donate your device.
You may have confidential files that you don’t want on the drive, or an external hard drive where your files are also secured.
Ideal for:
- Larger files
- Highly sensitive information
- Files that only need local access
Pro tip on your backups: Use cloud and physical backups for maximum data security.
Watch out for missed files and folders: I once worked with someone who thought they had backed up everything only to discover later they’d missed an entire folder of important files—don’t let that happen to you. When working with a certified ITAD vendor, they will provided data erasure on your device that will make files unrecoverable.
Secure Your Accounts and Sign Out of Everything
When we erase data on devices, they often come to us with signed-in accounts or apps. If you’re working with us, this is fine. However, some businesses are more comfortable starting the erasure process.
Here’s a checklist for logging out of accounts. Do consider all other applications, these are just common applications:
- Email accounts (Gmail, Outlook, etc.)
- Social media platforms (Facebook, Twitter, Instagram)
- Cloud storage services (Dropbox, Google Drive)
- Productivity suites (Microsoft Office, Google Workspace)
- Entertainment services (Netflix, Spotify, Steam)
Check for Device-Specific Security Locks
Some devices have specific security features that you might want to disable.
For Apple Devices:
- Disable Find My iPhone/iPad/Mac in iCloud settings
- Sign out of iCloud, iTunes & App Store
- Apple support provides detailed instructions
For Android Devices:
- Disable Factory Reset Protection (FRP)
- Remove Google account from the device
- Google’s official guide offers step-by-step instructions
For Windows Devices:
- Remove Microsoft account from the device
- Disable BitLocker encryption if enabled.
Remove External Storage & SIM Cards
Before donating your device, check the device thoroughly and remove any external storage. For example
- Remove SD cards
- Check all USB drives
- Remove SIM cards before donating (deactivate your SIM if you need to!)
Erase Your Data
Standard deletion isn’t enough to protect your information. When you simply delete files, you’re only removing the shortcuts to that data—the information itself remains and can potentially be recovered.
Instead, use certified data erasure procedures that follow industry standards such as the NIST 800-88. These methods ensure every sector of the storage device is overwritten multiple times, making data recovery virtually impossible. Most major Original Equipment Manufacturers (OEM’s) have built-in tools that can perform secure erasure of the hard drive. If you’re working with an ITAD company as part of the donation process, confirm the details on their certified data destruction process. This step isn’t just about protecting your social media passwords—it’s about safeguarding your digital identity.
Date erasure can be complicated, depending on the level of security required, based on the files and data stored on your device.
You will want to ensure you’re using a certified data erasure company.
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Reset to factory settings
The path to reset factory settings varies on devices, but here’s how you do it for some of the most popular devices that are donated.
Factory settings guide so you can safely donate your iPhone or iPad
iPhone: Settings > General > Transfer or Reset iPhone > Erase All Content and Settings
Factory settings guide so you can safely donate your Android
Android: Settings > System > Reset Options > Erase All Data (Factory Reset)
Factory settings guide so you can safely donate your PC
Windows: Settings > Update & Security > Recovery > Reset This PC
Factory settings guide so you can safely donate your Mac
Mac: Use Disk Utility in macOS Recovery to erase the disk and reinstall macOS
Important note: we try to keep this information updated, but the exact steps may vary depending on your device model and operating system version.
Clean the device and accessories you’re donating
The cleaning process is mostly there for the new user. You want to donate a device that looks like it’s been loved. However, there is a second benefit: removing personal markings, stickers, etc.
To clean the device and any accessories
- Wipe down the screen, keyboard, and body
- Use appropriate cleaning solutions (isopropyl alcohol for most surfaces)
- Remove any stickers or personal markings
Test the Device
Similar to cleaning, a final test of the device ensures that your donated laptop is in full working order before it reaches its new owner.
- Turn it on and off and check it works properly.
- Check that all ports and buttons are working
- Test basic functions like Wi-Fi connectivity
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Don’t forget to pack everything together
You’ll ideally donate your device with associated manuals or documentation. Include packaging if you’ve still got it, chargers, cables, and any accessories (keyboard or mouse) that are being donated with the device.
Where can I donate my devices?
You might have an idea of where you want your devices to go, but commonly, companies donate to
Educational Institutions
Local schools often welcome computer donations. New devices, although old to you, help enhance technology resources for students.
Nonprofit Organizations
Many nonprofits accept computer donations. Like schools, nonprofits don’t always get the latest devices so your second-hand devices can feel like the latest to them. Donating devices to nonprofits supports a wide range of causes and helps many individuals in need.
If your business is supporting particular nonprofits it’s possible to send your devices directly to them.
Libraries and public centers
Public services are often receiving donated devices. These devices may be used by staff, or the public themselves. Access to modern IT equipment helps bridge the digital divide in communities, provides technology access to underserved populations and supports job search and skill development programs.
Finding a reputable donation program
When choosing where to donate, look for programs that prioritize security and transparency. Reputable organizations employ certified data destruction procedures and adhere to standards such as NIST 800-88. They comply with relevant regulations like HIPAA when handling electronic devices. Look for organizations that have transparent processes and documented success stories about how donations have been used. They should provide clear information about the entire donation process from collection to distribution. Taking the time to find a trustworthy program ensures your donation makes the maximum positive impact while protecting your privacy.
Speak to
Charles Veprek About Donating Your IT
Speak to Charles Veprek About Donating Your IT
Learn more about our donation program
The Added Value of Certified ITAD Providers
While the steps above are essential for protecting your data before donation, partnering with a certified IT Asset Disposition (ITAD) provider like ITAMG can significantly enhance the quality and readiness of your donated devices. These certified professionals bring specialized expertise and capabilities that go beyond what most individuals can do on their own.
Professional Device Refurbishment and Preparation
When you work with a certified ITAD provider, they take care of several critical steps that transform your device from simply “data-free” to truly “donation-ready.” The process begins where your preparation ends, with professionals handling everything from factory resets to final packaging.
A certified provider will reset your device to factory settings with precision and thoroughness that exceeds typical consumer-level processes. For computers, they’ll use specialized tools to ensure no trace of personal data or settings remains. For mobile devices, they’ll apply manufacturer-specific protocols that properly prepare the system for its next user. I’ve toured ITAD facilities where technicians methodically work through detailed checklists for each device type, catching settings and traces that most users would never think to check.
The physical cleaning performed by ITAD professionals goes well beyond surface-level appearance. Technicians use industrial-grade, non-damaging cleaning solutions to sanitize devices inside and out. They’ll remove dirt from keyboard crevices, clean internal cooling systems, and ensure ports are free from debris. One ITAD manager explained to me, “We don’t just make devices look clean—we make them actually clean, which improves both performance and longevity.” This professional-grade cleaning extends the useful life of the donated technology.
Installation of Licensed Operating Systems
Perhaps one of the most valuable services provided by certified ITAD vendors is the installation of fully licensed operating systems. This step is crucial, as it ensures the device is not only functional but also legally compliant and secure for the end user.
Professional ITAD providers maintain partnerships with Microsoft and other software vendors that allow them to install legitimate, activated operating systems on donated devices. This means the recipient organization won’t need to worry about licensing costs or activation issues. A school administrator once shared with me how relieved they were to receive devices with properly licensed Windows installations, as it saved countless hours of IT staff time.
Beyond just installing the operating system, ITAD professionals ensure all necessary drivers are updated, security patches are applied, and basic utilities are installed. This comprehensive software preparation means the devices are truly ready to use the moment they reach their new owners.
Expert Functionality Testing
The testing performed by certified ITAD providers far exceeds what most individuals can do. Using specialized diagnostic tools and testing protocols, technicians verify every component of the device functions as expected. They’ll check battery health and charging circuits, test all ports and connections, verify wireless capabilities across multiple bands, and assess processing performance.
At ITAMG, we run each device through a series of stress tests that push the processor, memory, and storage systems to their limits. If there’s a weakness or potential failure point, we find it before the device goes out. This rigorous testing ensures that donated devices will serve their new users reliably.
For organizations donating multiple devices, ITAD providers can also provide detailed reports documenting the condition and specifications of each donated item, which can be valuable for tax purposes or corporate social responsibility reporting.
Professional Packaging and Logistics
The final service provided by certified ITAD vendors is comprehensive packaging and logistics management. They’ll ensure that each device is properly packaged with all necessary accessories, power adapters, and peripherals. They maintain inventories of common cables and adapters to complete packages even if the original accessories are missing.
For larger donations, ITAD providers coordinate pickup, transportation, and delivery to recipient organizations. This logistics support makes the donation process seamless for both the donor and the recipient.
Many ITAD vendors also offer deployment assistance to recipient organizations, helping them set up and configure the donated technology for their specific needs. This additional support ensures the donations achieve maximum impact.
Extending the Life of Technology: ITAMG Cares
Through our 501(c)(3) nonprofit organization, ITAMG Cares, we focus exclusively on getting fully refurbished laptops into the hands of children that need them. By concentrating on laptops—arguably the most versatile and high-impact technology for education—we ensure that each donation makes a meaningful difference and brings us one step closer to bridging the digital divide.
Make a difference through responsible and safe device donation
By donating with a reputable donation program, you’re not just clearing out old technology – you’re potentially changing someone’s life by providing access to digital resources. Your donation can support education, community development, and digital inclusion initiatives.
Remember, proper preparation protects your privacy and ensures your device can be effectively used by its new owner.
If you’re ready to make a difference with your old computer, contact us today. Together, we can bridge the digital divide and create a more connected world.
INTERESTED IN DONATION SERVICES?
Learn more about our donation program
INTERESTED IN DONATION SERVICES?
Learn more about our donation program
Frequently Asked Questions
Why is it so important to erase my data before donating?
How do I ensure that I have backed up all my important files?
What are the advantages of using a certified ITAD provider for device donation?
Certified ITAD providers offer several significant advantages that go beyond what individuals can typically achieve on their own. First, they bring specialized tools and expertise for professional-grade data erasure that meets industry standards. Second, they can install fully licensed operating systems and updated software, saving recipients considerable expense and setup time. Third, their thorough testing procedures ensure devices function properly before donation. Finally, certified providers handle proper cleaning, packaging, and often even logistics coordination for getting devices to recipient organizations. I spoke with a nonprofit director who explained how receiving professionally prepared devices from an ITAD vendor meant their staff could deploy the technology immediately without spending limited resources on preparation or software—a significant advantage for organizations with constrained budgets and technical capabilities.
What should I do if I'm not certain I have the technical know-how to prepare my device?
For more on device donations and recycling, read:
About the Author
Richy George
Richy George is a 19-year expert in IT Asset Disposition (ITAD) and a key member of the leadership team at ITAMG. With extensive experience in refurbishing and remarketing, Richy is skilled at helping organizations maximize value recovery from their end-of-life IT hardware assets effectively and sustainably.
Charles Veprek
Charles Veprek is a dedicated IT asset disposal professional with 11 years of experience in IT Asset Disposition (ITAD) and a pivotal member of the leadership team at ITAMG. With a strong focus on data security and compliance, Charles helps organizations navigate the complexities of IT asset disposition.