When replacing a computer: the life cycle of the computer park

8 min read · DataRoad

When you replace a computer It’s not a question of calendar, it’s a question of risk and cost. The short answer: a business laptop lasts, as a rule, 4 to 5 years with good performance. But the actual lifespan ends sooner if the equipment stops receiving security updates, if it breaks outside the warranty on a critical function, or if it starts to waste time every day.

How long does each equipment last?

There is no legal rule. The following table is the guidance DataRoad uses in planning the parks it manages, based on 11 years of market experience. It is a starting point for the budget, not a mandatory deadline.

And the tax depreciation?

In accounting, Decree-Law No. 25/2009 sets a depreciation rate of 33.33% per year for computers and computer equipment. In management terms: after 3 years the equipment is depreciated. This is useful for the budget, but it does not mean that it has to be replaced. A well-chosen laptop remains productive after depreciation.

Keep or change: the accounts that matter

The price of a new computer is reflected in the bill. The cost of maintaining an old one is not — it is spread over lost minutes every day. That’s why it’s worth doing the math.

Example — explicit assumptions, to adapt to your case:

• Full-time employee with a total cost for the company of 25 € per hour.
• A portable device that has been around for 5 years and wastes 15 minutes a day (slow startup, freezes, battery).
• 220 working days per year.

Account: 0.25 hours × 25 € × 220 days = 1,375 € per year In lost time, with only this one employee. It’s worth the price of a new professional laptop — an expense that takes place every year. If the same scenario repeats in 10 locations, the company is paying the equivalent of several new computers per year — without having them.

In lightly used equipment or in simple functions, maintaining it makes sense. The goal is to replace what already costs more than it’s worth. We delve into this topic in the article about The real cost of a slow computer.

The four signs that the time has come

1. End of security updates. Windows 10 will no longer be supported on October 14, 2025. Computers that cannot run Windows 11 fall into this category — we explain the options in the article about it. End of Windows 10 support.
2. End of warranty on a critical piece of equipment. A server or firewall without warranty means that, in the event of a failure, the time for replacement depends on finding parts.
3. Recurring repairs. When the same equipment is returned to support several times in the same quarter, it is already costing more than it seems.
4. Incompatibility with what the company needs. New software that doesn't work, Wi-Fi that doesn't connect, and screens that won't turn on.

Guarantees and planning: trade up for waves, not breakdowns

The worst way to renew a park is through failure: the equipment breaks down, the employee stands still and the purchase is made in a hurry, at the price of the day. The best way is through waves.

• Inventory with dates. Each device registered with the purchase date, warranty expiration date, and end of system support. If you do not yet have this inventory, start with ours IT hardware audit checklist.
• Warranty aligned with the useful life. In laptops and servers, a warranty that covers the entire period of use prevents surprises in the final year.
• Renovation of the park from 20% to 25% per year. With cycles of 4 to 5 years, replacement is distributed in a predictable manner and the budget no longer has peaks.
• Network equipment in design. Firewalls, switches and access points are replaced in a planned manner, during a window outside of working hours.

If you are preparing for next year, our guide IT budget for 2027 it helps to put these renovations into numbers.

End of life: erasing the data and recycling as required by law

A computer that leaves the company often carries with it years of emails, proposals, and customer data. Before leaving, the data must be securely erased.

• Safe deletion. Deleting files or formatting the disk is not enough. The NIST SP 800-88 guide (revision 2, September 2025) is the international reference for removing data so that recovery is impractical. In encrypted disks, destroying the encryption key is one of the recognized techniques.
• Registration. Each decommissioned equipment must be registered: serial number, method of disposal, date and responsible person.
• Electrical waste (REEE). According to the Portuguese Environment Agency, under Decree-Law No. 152-D/2017, companies must deliver these equipment to a licensed treatment operator or a licensed management entity — and not at collection points intended for private individuals. The electronic waste tracking guide (e-GAR) is proof of the correct referral.

A real case: server, UPS and backups renewed in Massamá and Monte Abraão

In 2022, the Union of the Freguesias of Massamá and Monte Abraão chose DataRoad through a public contract to install and configure a new business server. The project included the implementation of an UPS system, local and cloud backup solutions, computer consulting, and the migration of existing systems and data to the new infrastructure.

This is the right model of renewal: the central equipment is replaced in a planned manner, with the electrical protection and backups renewed at the same time, rather than waiting for the failure to occur. Read the full case.

In the contracts IT Unlimited, The inventory, end-of-warranty and end-of-support alerts, and the renewal plan are part of the park management.

Frequently Asked Questions

At what age should a business laptop be replaced?

As a guideline, every 4 to 5 years. It is best to replace it if you stop receiving security updates, if it repeatedly malfunctions, or if the time lost costs more than a new device.

Does an amortized computer need to be replaced?

No. The tax depreciation of 33.33% per year is a bookkeeping rule. A depreciated equipment can continue to be used as long as it is safe and productive.

Can I deliver old computers to the supermarket's collection point?

No, if they are from the company. The Portuguese Environmental Agency indicates that companies must deliver the equipment to a licensed operator or management entity, and not to points intended for private individuals. Before that, the data must be securely erased.

Does formatting the disk delete the data?

No. Formatting does not guarantee that the data will no longer be recoverable. A secure deletion method must be used, such as those described in the NIST SP 800-88 guide, and the process must be recorded.

Plan to renew your park in 10 working days

We carry out an inventory of your equipment, identify what is out of warranty or support and deliver a wave-based renewal plan, with priorities and a budget estimate. For companies with more than 10 stations · assistance contract · remote, on-site and telephone support.

Sources

• Regulatory Decree No. 25/2009 — depreciation and amortization regime (Portal das Finanças): portaldasfinancas.gov.pt
• Microsoft — Life cycle of Windows 10 Home and Pro: learn.microsoft.com
• NIST SP 800-88 Rev. 2 — Guidelines for Media Sanitization: csrc.nist.gov
• Portuguese Environment Agency — Frequently asked questions about REEE: apambiente.pt

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