The data risk most businesses miss
Modern office printers, multifunction devices (MFDs), and photocopiers are networked computers. They run operating systems, connect to your server, and — critically — many store a copy of every document they scan, print, copy, or fax on an internal hard drive or flash memory module.
This is not a theoretical risk. Several high-profile data breaches have occurred when organisations sold or disposed of copiers without clearing the internal storage. Under UK GDPR and the Data Protection Act 2018, your organisation is responsible for any personal data stored on that device until destruction is confirmed.
Before your printer leaves the building, you must:
- Identify whether it has internal storage — check the manufacturer’s specification sheet or service manual. Most laser printers above entry-level, and virtually all MFDs and copiers, have an internal hard drive or non-volatile memory.
- Run the manufacturer’s data deletion routine — many devices have a built-in secure delete function. Consult the user manual or contact the manufacturer’s support line.
- Request certified data destruction from your ITAD provider — if the device has a removable hard drive, a certified recycler can extract and shred it, issuing a destruction certificate. For embedded flash memory, physical destruction of the circuit board may be the most reliable method.
The Information Commissioner’s Office (ICO) provides guidance on disposing of equipment securely and recommends obtaining documented evidence of destruction. For broader context on your obligations, see our article on UK GDPR and old IT equipment.
Are printers classified as WEEE?
Yes. Printers, copiers, fax machines, and multifunction devices are all classified as Waste Electrical and Electronic Equipment under the WEEE Regulations 2013. They cannot be placed in commercial or household general waste. Businesses transferring printers to a waste contractor must obtain a Waste Transfer Note and retain it for at least two years.
Ink cartridges and toner cartridges are not covered by WEEE in the same way as the device itself — they are consumables — but they should not go in general waste either. Most manufacturers operate cartridge return schemes, and many office supply retailers accept empties. For a full guide, see our article on how to recycle printer toner and cartridges.
How to dispose of a printer: step by step
1. Identify and address internal storage
Check the specification sheet for the make and model. If an internal hard drive or flash storage module is present, run the manufacturer’s secure delete routine or arrange physical destruction.
2. Remove toner or ink cartridges
Return cartridges through a manufacturer’s scheme or an office supply retailer take-back programme. Do not leave toner inside the machine if it is being transported — toner is a fine powder that can be released and inhaled if the machine is jarred or tipped.
3. Remove paper and consumables
Clear all paper trays, duplexing units, and finisher trays.
4. Document the device
Record the make, model, serial number, and any asset tag before disposal.
5. Choose a certified WEEE recycler
For businesses, this means a provider registered as an authorised WEEE treatment facility. Ask for ISO 14001 and, where data destruction is involved, ISO 27001 certification. Recycle4Charity’s printer recycling service for London businesses includes collection, data destruction, and WEEE documentation.
6. Retain your documentation
Keep the Waste Transfer Note and any data destruction certificate for at least two years.
What options are available for printer disposal?
| Route | Data destruction | WEEE compliant | Suitable for businesses? | Documentation |
|---|---|---|---|---|
| Certified ITAD provider | Yes (if requested) | Yes | Yes | Waste Transfer Note + cert |
| Manufacturer take-back | Sometimes | Yes | Sometimes | Variable |
| Office equipment dealer (trade-in) | Sometimes | Variable | Sometimes | Variable |
| Council HWRC | No | Yes | No (household only) | None |
| General waste | No | No — illegal | No | None |
What happens to a recycled printer?
A certified recycler will first assess whether the device is suitable for refurbishment. Working printers in good condition may be cleaned, tested, and donated to community organisations or resold. Devices beyond economic repair are disassembled: metal casings and frames are separated for scrap recovery; plastic housings are granulated and processed as secondary plastics; circuit boards go to specialist e-waste processors for precious metal recovery; toner residue is processed in compliance with hazardous waste regulations.
Large copiers and MFDs: additional considerations
High-volume copiers and multifunction devices often have larger hard drives, fax memory, and network configuration data in addition to document images. Some models store user authentication data — PIN codes, Active Directory credentials — if they were integrated with an organisational login system.
Before disposal, contact the manufacturer or your service provider to confirm a complete list of storage components and the recommended clearing procedure. A certified ITAD provider with experience in large office equipment will be familiar with the major manufacturers’ procedures.
Ready to arrange printer disposal?
Recycle4Charity collects printers and multifunction devices from London businesses. We handle data destruction, WEEE compliance, and documentation. Visit our printer recycling page to book a free collection.