Disposing of old POS equipment responsibly

An old register sits in the back office next to two dead scanners, a receipt printer with a broken cutter, and a tangle of cables. When you dispose of old POS equipment, three things matter: protect any data on the devices, handle batteries and electronics properly, and keep a record of what you retired. Old POS gear shouldn't go in the dumpster, and it shouldn't leave your store with data still on it.

Here's a practical process.

Why does old POS equipment need care?

Two reasons: data and materials.

Data. Registers, tablets, and back-office computers may hold sales records, employee logins, customer information, and network settings. Card readers are designed to protect card data, but they may still hold configuration and account details.

Materials. Electronics contain components and materials that shouldn't go in regular trash. Many devices also contain batteries, including lithium-ion batteries, which need proper recycling.

Electronic waste, or e-waste, is a growing issue, and many states and localities have rules about how businesses dispose of electronics. Rules vary by state and locality, so check your state and local requirements.

How do you protect the data?

Do this before any device leaves the store.

Back up anything you need, such as sales history or settings, if it isn't already stored with your POS provider.

Sign out of all accounts on the device.

Use the manufacturer's factory reset process to erase the device.

For computers, use a data-wiping tool or have a technician wipe the drive. Deleting files isn't enough.

For card readers, contact your payment provider first. They may need the device returned, deactivated, or handled in a specific way.

Remove the device from your POS and account settings so it can't reconnect.

If a device won't turn on, you can't reset it. Ask a recycler that offers certified data destruction, or keep the storage part and have it destroyed.

How do you handle batteries?

Remove batteries from handhelds, scanners, and other devices if they're removable.

Don't throw lithium-ion batteries in the trash. They can be a fire hazard in trash trucks and landfills.

Tape the terminals of loose batteries if the recycler recommends it.

Keep damaged or swollen batteries away from heat and flammable materials, and take them to a recycler promptly.

The EPA explains how to handle used lithium-ion batteries, including finding drop-off locations.

Where can you recycle old equipment?

There are several options.

Electronics recyclers that accept business equipment. Some offer pickup and data destruction.

Manufacturer take-back programs, if the maker offers one.

Local government e-waste collection events or drop-off sites.

Some retailers that accept electronics for recycling.

The EPA's page on electronics donation and recycling explains options and how to find certified recyclers.

Working equipment that's still supported might be donated, once it's fully wiped. Card readers usually shouldn't be donated; check with your payment provider.

What records should you keep?

A simple record protects you if questions come up later.

List each device retired: type, model, serial number, and date.

Note how it was wiped or reset.

Note where it went: recycler name, pickup date, or drop-off location.

Keep any certificates of recycling or data destruction the recycler provides.

Store this list with your other equipment records.

What should you do with the replacement?

When the new device arrives, set it up before retiring the old one, so you're never without a working register.

For parts, cables, and accessories for your new setup, browse the POS parts category on NRS Marketplace. The NRS Marketplace is the one-stop shop for NRS merchants.