The Challenge

As part of a large-scale refresh project, Orbis needed to replace around 15,000 end-of-life laptops. While the easiest approach would have been to dispose of these devices in line with standard procedures, the councils were determined to explore a better use for them—diverting equipment from recycling streams and directing it toward charitable causes.

• Comply with regulations - All devices needed secure data erasure or physical destruction, in line with the Data Protection Act and European WEEE Regulations.
• Maintain seamless operations- New laptop installations could not be disrupted.
• Provide closed-loop accountability- Processes had to be auditable, transparent, and demonstrate full compliance.
• Achieve this cost-effectively- The project had to be delivered without additional charges to the councils.

The Approach

Orbis partnered with Concept Management to handle the secure disposal and refurbishment of redundant devices. The programme aimed to process around 1000 laptops per week.

Key elements included:
• Secure Processing: Concept Management overwrote all data, refurbished the laptops, and prepared them for redistribution.
• Process Overhaul: Concept adapted its standard operations to make the project work effectively—and crucially—at no costto the councils.
• Strong Collaboration: Clear communication and well-defined roles ensured all stakeholders, from procurement to IT, were aligned.
• Mindset Shift: The councils challenged traditional disposal practices, demonstrating that reuse can be both compliant and socially valuable.

We wanted to provide a service that was feasible and practical but totally robust and data secure. The project was to reconcile thousands of laptops hassle-free. Concept did this and I would not hesitate in recommending their services.

Matthias Ager, Account Director,

The Results

The project proved that large-scale IT refreshes can deliver far more than operational continuity—they can also drive sustainability and meaningful community benefit.