Asset Disposal Workflow

What does this workflow record at each stage of asset disposal?

The workflow creates a disposal record from the submitted form and tracks its status through stages such as Submitted, Rejected, Data Destruction Pending, and Retired. Along the way it records the asset manager's disposal method, decision, and comments; the IT destruction certificate for data-bearing assets; and the disposal date, evidence, and proceeds from the final disposal step. Every record keeps a reference number and a timeline showing what happened and when.

Who is involved in reviewing and approving a disposal request?

The asset manager reviews each submitted request, sets the disposal method, and approves or rejects it, with that decision saved to the record. If the asset holds data, an IT team member is assigned the task of wiping or destroying the data and recording a destruction certificate. The asset manager then completes the physical disposal, recording evidence, disposal date, and any proceeds, and the asset register is updated at that point.

What happens if the asset manager rejects a disposal request?

If the decision is Reject, the record status is set to Rejected and the requester is emailed a rejection notice that includes the asset manager's comments. This keeps the requester informed without any further disposal or data destruction steps taking place. The rejection and comments remain on the record's timeline for future reference.

How does the workflow handle assets that hold data?

After an approved decision, the workflow checks the 'Does this asset hold data?' answer from the request form. If the answer is Yes, the status is set to Data Destruction Pending and an IT team member is assigned to wipe or destroy the data and record a destruction certificate before disposal proceeds. If the answer is No, the process moves directly to the final disposal step without a data destruction stage.

How do we change or customise this workflow?

A workflow can be adjusted by describing the desired change in plain English or by editing its steps directly in the workflow editor. This makes it straightforward to add extra fields to the request form, change how tasks are routed, or adjust the wording of requester emails. Earlier versions of the workflow are kept, so changes can be reviewed over time.

How does the requester stay informed about their disposal request?

The requester receives an acknowledgement email with their reference number as soon as the request is submitted. Depending on the outcome, they later receive either a rejection email with the asset manager's comments or a retirement confirmation email once the asset has been disposed of. Requesters take part entirely through the public request form and emailed notifications, without needing an account.

What is recorded when the physical disposal is completed?

When the asset manager completes the Complete Disposal task, the disposal date, disposal evidence, and any disposal proceeds are entered and saved to the record. The record status is then set to Retired, reflecting that the asset register has been updated to match the outcome. These details remain visible on the record alongside the earlier decision and, where applicable, destruction certificate information.

Who can see the status of disposal requests across the organisation?

Workspace admins and members involved in the process can view disposal records through table views and dashboards that show records grouped by status, such as Submitted, Rejected, Data Destruction Pending, or Retired. This gives a consistent view of where each request stands without needing to track it manually. Workspace activity is also logged, supporting general oversight of how requests are progressing.

Does this workflow help with compliance requirements for data destruction?

The workflow records the destruction certificate entered by IT, along with the decision, disposal evidence, and status history on each record's timeline. These records can support a business's own compliance or audit needs, but each organisation should confirm what its specific regulatory or internal obligations require.