CHELSEA LOGISTICS DOC CODE: IT

INFORMATION
AND IT-SECURITY-002A
SECURITY
INFRASTRUCTURE Effectivity:
GROUP
HOLDINGS CORP.
2024
Issue/Rev: 1
EQUIPMENT DISPOSITION & DISPOSAL POLICY
Supersedes:
Prepared by: Reviewed by: Committee Approved by:
Maria Katherine A. Agbay Enrico P. Peralta
CHRYSS ALFONSUS V.
DAMUY
Efren M. Efren M. Bernardino Jr Reynaldo A. Phala President & CEO
Bernardino Jr.

Marie Gizelle D. Del Pozo Ma. Henedina V. San Juan

IT Head

Sherlyn R. Guerzon

I. Purpose
The purpose of this policy is to define to Chelsea Logistics Holdings Corp. (CLC) the process for
re-use, donation and disposal of workstations (desktops and laptops). Acquired hardware will
be utilized by CLC to its fullest potential and only disposed of at the end of its useful life. CLC
will make every effort to donate hardware no longer of use to CLC.

II. Policy

The movement of existing workstations from one location to another or reassignment of

workstations and the donation or disposal workstations will be tracked by a designated
workforce member in the CLC financial asset tracking system or other established inventory
system. All data stored on the workstation will be backed up prior to any move or
reassignment.

A designated workforce member will also track all donation requests after the privacy and
security officer verifies appropriateness of the donation (generally donations to schools or non-
profits are deemed appropriate). As part of any redeployment of workstations used to store
sensitive data for use not requiring storage of sensitive data, donation or disposal involving
workstations, any long-term storage device, including hard drives, will be formatted by CLC
Information Technology (IT) workforce member prior to re-deployment, donation or disposal.

The privacy and security officer designated by senior management will be responsible for
reviewing donation requests for appropriateness. A designated workforce member will
document and report the value of donations made and ensure appropriate documentation is
received from receiving organizations.

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All CLC confidential data will be erased prior to donation or alternate use of workstations. This
includes storage devices taken from existing workstations and used as spare parts.

III. Procedure

Re-assignment of Workstations – A complete backup of all data stored on workstations

(desktops and laptops) that will be reassigned or relocated will be made prior to the move.
Reassignment will include the following steps:

a) CLC or manager will approve in writing reassignment or relocation of any workstation.

b) The approval will include the workforce member the workstation will be reassigned to
and/or the location the workstation will be relocated to.

c) The written approval will be forwarded to a designated workforce member for

processing and to initiate the move.

d) Prior to any move, the workstation data will be completely backed up and stored
securely in the event the data stored on the workstation is lost or corrupted during the
move.

e) Following the move a designated workforce member will notify in writing a designated
workforce member responsible for inventory management the new location of the
workstation and the workforce member the workstation is assigned to.

f) A designated workforce member responsible for inventory management will update the
CLC asset inventory to reflect the move and reassignment.

g) If the workstation has been used to store confidential information and the workstation
will be used for other purposes following relocation or reassignment, all confidential data
will be erased from the workstation.

Disposition of Workstations – Workstations (desktops and laptops) deemed unusable, un-

repairable and/or not needed for any other business-related purpose, will be turned over to
a CLC IT workforce member for removal and/or disposal. Equipment can be disposed of in
one of three ways: donation, recycling of components, or disposal by a designated
workforce member.

Donation – Serviceable equipment that is no longer usable within CLC organization may be
donated. Once the decision has been made that the equipment is obsolete and qualifies for
donation, a receiving organization will be identified.

a. Applications for donation are accepted and managed by a designated workforce

member.

Chelsea Logistics and Infrastructure Holdings Corp. Proprietary

18F, Udenna Tower Rizal Drive Cor., 4TH Avenue Bonifacio Global City,
Taguig City 1634 Philippines
 b. Organizations interested in workstation donations will be instructed to send, in
writing, a request for donated equipment on organization letterhead to the
privacy and security officer. An organization needs to provide the following to be
designated as eligible to receive donated workstations:

i. A list of workstations or related parts requested (e.g., x monitors, x

workstations, etc.)

ii. An explanation of how the devices will be used

iii. Contact name, address, phone number & e-mail address (if available)

c. Equipment will not be delivered and cannot be picked up by the requesting

organization until the appropriate documentation has been received and
approved.

d. Following review of the request, the privacy and security officer or designee will
forward the request to a designated workforce member for tracking and/or
release of workstation(s) available for donation.

e. Workstations will be donated on a first come, first served basis.

f. If equipment is not available for donation, a designated workforce member will

identify requested equipment as it becomes available, and notify the appropriate
organization that the equipment is available for pickup. CLC workforce members
will not be responsible for delivering donated equipment.

g. Once the request has been approved, a designated workforce member will work
with a designated workforce member responsible for asset management to
identify assets to be donated including asset tag numbers, serial numbers, etc.,
for each workstation.

h. Once the donation has been approved, a designated workforce member

responsible for asset management will note in the inventory that the workstation
has been donated and the date the donation was made.

i. All CLC confidential data will be erased prior to releasing the workstation to the
requesting organization. This includes storage devices taken from existing
workstations such as internal hard drives.

Recycling of Components – Workstations that are non-functioning and where repair is not a
viable alternative may have value as a source of parts. Component parts may be used by
CLC IT workforce members to repair other existing workstations. Any parts associated with
a whole unit may be used until which time the shell/case and any remaining components,

Chelsea Logistics and Infrastructure Holdings Corp. Proprietary

18F, Udenna Tower Rizal Drive Cor., 4TH Avenue Bonifacio Global City,
Taguig City 1634 Philippines
 sub-assemblies and/or parts are disposed.

All CLC confidential data will be erased prior to disposal of the remaining components. This
includes storage devices such as internal hard drives.

Disposal of Workstations through the IT Department – When non-functioning equipment

and/or equipment not suited for donation is ready for disposal, a designated workforce
member will manage the disposal.

a. Before any workstation is disposed of, all CLC confidential data shall be completely
erased from the workstation.

b. A designated workforce member will notify a designated workforce member

responsible for inventory management who will indicate in the CLC asset inventory
as the workstation has been removed as an asset and the date of asset removal.

c. Any physical tags noting CLC ownership will be removed prior to disposal.

APPLIES TO:

CLC
Privacy and Security Officer
IT workforce members
Designated workforce members
Third parties requesting workstation donations

Chelsea Logistics and Infrastructure Holdings Corp. Proprietary

18F, Udenna Tower Rizal Drive Cor., 4TH Avenue Bonifacio Global City,
Taguig City 1634 Philippines