Photocopiers and multifunction devices (MFDs) are workhorses in offices across Australia, quietly processing thousands of documents over their service lives. But when it comes time to replace them, most organisations give surprisingly little thought to disposal. These machines are large, heavy, and more complicated to recycle than most people realise, particularly when it comes to the data they store internally.
The Hidden Computer Inside Your Copier
Modern photocopiers and MFDs are not the simple analogue machines they once were. A current-generation office copier is essentially a networked computer with a print engine attached. Inside the housing you will find a processor, RAM, an operating system (often Linux-based), network connectivity (wired and sometimes wireless), and critically, a hard drive or solid-state drive.
That internal storage drive keeps a record of every document that has been copied, printed, scanned, or faxed through the machine. Depending on the model and configuration, this could include complete image files of every page processed, address book entries with email addresses and fax numbers, network configuration data and credentials, and user login credentials if the machine uses authentication.
For any organisation that handles sensitive documents, and that includes virtually every business, the internal storage in a copier is a serious data security liability at end of life. Under the Privacy Act 1988, organisations must take reasonable steps to destroy personal information on devices being decommissioned, and this obligation extends to copier hard drives.
Leased vs Owned: Different Disposal Paths
The disposal process depends heavily on whether your copier is leased or owned outright.
Leased Copiers
Most commercial copiers in Australia are leased rather than purchased. When a lease ends, the leasing company or dealer typically arranges collection and handles the equipment. However, you should not assume they will wipe the hard drive. Many lease agreements do not include data destruction as a standard service.
Before the copier leaves your premises, either request written confirmation that the dealer will perform a certified data wipe, use the copier’s built-in security overwrite function (most business MFDs have one in the admin settings), have your IT team or ITAD provider remove and destroy the hard drive before return, or at minimum, perform a factory reset through the admin menu.
Check your lease agreement carefully. Some agreements require you to return the copier with the hard drive intact, while others allow removal. If removal is not permitted, insist on a certified overwrite before the machine leaves.
Owned Copiers
If you own the copier outright, you have full control over the disposal process but also full responsibility. The hard drive should be either wiped to NIST 800-88 standards using the built-in overwrite function or a dedicated tool, or physically removed and destroyed. After the data issue is addressed, the copier itself needs to be recycled through proper e-waste channels.
The Physical Recycling Challenge
Copiers and MFDs present a significant physical recycling challenge due to their size and complexity. A typical office MFD weighs between 50 and 150 kilograms, and large production copiers can exceed 300 kilograms. They contain a diverse mix of materials that need to be separated during recycling.
Toner and ink: Residual toner in the machine and in used cartridges needs to be contained and handled as a potential respiratory irritant. Toner is extremely fine particulate matter that can spread easily if the machine is broken open carelessly.
Drums and fusers: The imaging drum (usually containing selenium or organic photoconductor material) and the fuser unit (which contains ceramics, rubber, and heating elements) are specialised components that require appropriate recycling.
Glass: The scanner bed is a large piece of glass that needs to be separated and recycled.
Metals: Copiers contain substantial amounts of steel and aluminium in their frames and mechanisms, plus copper in motors and wiring. These metals have meaningful recycling value.
Plastics: The external housing and internal components use various engineering plastics, some of which contain brominated flame retardants that complicate recycling.
Circuit boards: Multiple circuit boards control the copier’s functions and contain the same precious metals (gold, silver, palladium) found in computer circuit boards.
How to Dispose of a Copier Properly
Step 1: Address the Data
Wipe or remove the internal hard drive as described above. This is the most important step. Do not skip it under any circumstances.
Step 2: Remove Consumables
Take out toner cartridges, waste toner containers, and any paper in the trays. Toner cartridges can be recycled through cartridge recycling programs (Officeworks, Close the Loop, or manufacturer return programs). Waste toner should be disposed of according to the manufacturer’s guidelines.
Step 3: Arrange Professional Collection
Due to their size and weight, copiers almost always require professional collection. A professional e-waste recycler or ITAD provider will have the equipment and vehicles to safely remove a copier from your premises. Many providers offer this as part of their standard service.
Do not attempt to move a large copier without proper equipment. These machines are heavy, awkwardly shaped, and can cause injury if moved incorrectly. Professional movers will use trolleys, ramps, and lifting equipment designed for the task.
Environmental Impact
A single large MFD that is properly recycled can yield 30 to 80 kilograms of recyclable metals, making copiers one of the highest-value items in the office e-waste stream by weight. The copper alone from the motors and wiring in a large copier can be several kilograms.
Conversely, a copier sent to landfill represents a significant quantity of hazardous materials entering the waste stream, including the residual toner, selenium from the drum, and lead solder from circuit boards. In Victoria, copiers are covered by the e-waste landfill ban and must not be disposed of in general waste.
For more on responsible IT equipment disposal, see our complete guide to e-waste recycling in Australia.
EWV helps Victorian businesses manage e-waste and IT asset disposal compliantly and sustainably — including collection, certified data destruction, and recycling. Contact us for a free quote.