When an office printer reaches the end of its useful life, it’s tempting to treat it like any other piece of office trash. That’s a mistake both for environmental reasons and, for networked devices with internal storage, for data security reasons as well.

Here’s what actually happens to a properly recycled office printer, and what to check before you let an old device leave your building.

Why Printers Shouldn’t Go in the Regular Trash

Office printers and copiers contain circuit boards, plastics, and in some cases small amounts of materials that aren’t safe for standard landfill disposal. Many states and municipalities classify these devices as electronic waste subject to specific disposal regulations, meaning simply putting an old printer out with regular trash may not even be legal in your area, separate from the environmental concern.

What Happens During Proper E-Waste Recycling

A certified electronics recycler disassembles the device to separate recyclable materials, metals, plastics, and circuit boards, for proper processing rather than landfill disposal. Reputable recyclers follow data destruction standards for any devices with storage, and many provide documentation confirming the equipment was processed responsibly, which matters if your business needs to demonstrate compliance with data or environmental policies.

The Data Security Step Most Businesses Miss

Many people don’t realize that office copiers and MFPs often store data on an internal hard drive, sometimes including scanned documents, print job histories, and even fax logs. Before any networked printer leaves your building, that storage needs to be properly wiped or destroyed.

Our guide on copier hard drive security covers what’s actually stored on these devices and how to make sure it’s handled correctly before disposal or return.

Leased Equipment vs. Owned Equipment

If your printer is leased, the leasing company typically handles disposal or refurbishment once it’s returned, and the data security step falls to you before it ships back, not after. If you own the equipment outright, responsibility for proper e-waste disposal rests entirely with your business, which makes choosing a certified recycler your own responsibility rather than something handled automatically.

What to Look for in an E-Waste Recycler

• Certification under a recognized standard, such as R2 or e-Stewards
• Written documentation or a certificate confirming proper processing and data destruction
• Clear policy on what happens to any data-bearing components before recycling
• Transparent handling of hazardous materials rather than vague assurances

Recycling Toner and Consumables Too

E-waste disposal isn’t limited to the printer itself. Toner cartridges and other consumables also have recycling programs worth using rather than discarding with regular trash. Our toner recycling program gives businesses a straightforward way to responsibly dispose of used cartridges alongside end-of-life equipment.

Working Recycling Into Your Replacement Plan

The best time to think about proper disposal is before an old device leaves your building, not after, ideally as part of the same conversation about when and how to replace it.

Our guide on when to replace your office copier is a useful companion piece, since equipment replacement and responsible disposal really are two halves of the same decision.

Documenting Disposal for Your Own Records

Beyond doing the right thing environmentally, keeping a simple record of how and when old equipment was disposed of, including any data destruction certificate, protects your business if a question ever comes up later about what happened to a specific device or the data it may have held. This is a quick step to build into your equipment replacement process rather than an afterthought handled only if someone happens to ask.

Building Disposal Into Your Standard Equipment Process

The businesses that handle this most smoothly treat responsible disposal as a standard checklist item every time equipment is replaced, alongside things like transferring settings to a new device or updating network configurations, rather than as a separate decision made under time pressure once an old device is already sitting unused in a closet. Building this step into a written equipment replacement procedure, even a short one, makes it far less likely to get skipped when someone is juggling a busy replacement project.

Many equipment providers can also coordinate pickup of old devices directly as part of a new installation, which removes the extra step of finding and scheduling a separate recycler on your own. It’s worth asking whether this is included as part of your equipment purchase or lease before assuming you’ll need to arrange disposal separately.

For businesses replacing several devices at once, such as during an office move or a broader equipment refresh, it’s worth confirming a single coordinated pickup for everything rather than arranging disposal piecemeal for each individual device.

A little planning around disposal turns what could be an afterthought into a routine, low-effort part of any equipment upgrade.

Done right, disposal shouldn’t add meaningful time or stress to a replacement project, it just requires asking the right questions before the old equipment leaves your building rather than scrambling afterward.

Frequently Asked Questions

Can we just throw an old office printer in the dumpster?

In many states and municipalities, no. Office printers and copiers are often classified as electronic waste subject to specific disposal regulations, separate from the environmental reasons to avoid landfill disposal in the first place.

Does an old printer really store sensitive data?

Many networked MFPs and copiers store scanned documents, print histories, and sometimes fax logs on an internal hard drive. This should be wiped or destroyed before the device leaves your possession.

Who handles disposal for a leased copier at the end of the lease?

The leasing company typically handles disposal or refurbishment once equipment is returned, but data destruction should be completed on your end before the device ships, not left to the leasing company.

How do we know if an e-waste recycler is legitimate?

Look for certification under a recognized standard like R2 or e-Stewards, and ask for written documentation confirming proper processing, which a reputable recycler should provide without hesitation.

Is there a cost to recycle an old office printer?

It varies. Some recyclers charge a disposal fee, particularly for larger equipment, while others may not, especially if there’s value in the recoverable materials. Ask upfront rather than assuming either way.

Can toner cartridges be recycled separately from the printer itself?

Yes, most toner cartridges can be recycled through dedicated programs designed specifically for consumables, separate from the process used for the printer or copier hardware itself.

Retire Old Equipment the Right Way

When it’s time to replace your office printer, disposal deserves the same attention as the new equipment decision.

Explore our office printers or contact us and we’ll help you handle both the upgrade and the responsible disposal of your old device.