Hardware Acquisition

As computers get older and the office’s needs change, you’ll sometimes need to buy new equipment.

Quick Checklist

Before you buy a computer, check that it has:

• At least 16 GB of RAM (8 GB is acceptable for light use only)
• An Intel processor that’s as recent as you can afford. The newer generation matters more than the “i3/i5/i7” number.
• No need for a separate graphics card (unless you have a specific reason)
• Windows 11 support, or ChromeOS with “Plus” in the name
• Wi-Fi, or a plan for adding it (a USB adapter), if it won’t be plugged into the network with a cable

First, check the MSU Surplus Store. Used business computers from there are usually the best value. The rest of this page explains the reasoning.

Three considerations should guide every purchase:

• Quality
• Software
• Price

Quality

This means the quality of the hardware itself, i.e. the computer’s specifications.

The single most important spec is RAM (memory: how much the computer can work on at once). The overwhelming majority of performance problems on older machines are caused by too little RAM. For example, at the time of writing, one office machine has only 4GB of DDR3, and it is too slow to be practically usable (EDIT: this machine has since been replaced). As of late 2025, the current standard of newly-manufactured RAM is DDR5; for our purposes, DDR4 is likely sufficient. Modern operating systems usually require at least 8GB of RAM to function well; aim for at least 16GB when possible, although 8GB is acceptable for machines that will only see light use.

The CPU (processor: the computer’s “brain”) is slightly less important than RAM, but still matters. For the most part, clock speed and core count can be ignored; instead, check the processor’s generation. The newer the processor, the better. An 11th generation Intel i3 will generally outperform a 10th generation Intel i7. It’s the underlying platform that matters, not the number of cores or clock speed. The CPU only matters significantly for machines that handle resource-intensive tasks such as video editing. AMD processors are not recommended due to security vulnerabilities and inconsistent firmware patching.

A discrete graphics card is almost certainly unnecessary. The office’s video editing needs are minimal, and we do not run AI models locally. For the best security and software compatibility, use the integrated graphics on an Intel CPU. If a machine with a dedicated graphics card is needed, Nvidia is recommended. AMD is not recommended due to security vulnerabilities and inconsistent firmware patching.

Storage capacity is the least important, since drives are easy to replace or upgrade.

“Enterprise” hardware means computers built for businesses rather than home users. Some enterprise desktops do not have built-in WiFi, so consider where and how the machine will be used. Plugging into the network directly via Ethernet is always the best option, but in some cases wireless connectivity is necessary. USB WiFi adapters are inexpensive and much easier to install than an internal PCIe card. Research an adapter before buying it, as quality varies widely. Aim for dongles that are at least dual-band and support the 5GHz band.

Also consider how upgradeable and repairable the machine is. Enterprise desktops are excellent in this regard, as they are built to last and you have a guarantee that compatible parts will be available for a very long time. Consumer (home and small-office) desktops are generally not designed with repairability in mind; expect to rely on manuals and teardown videos, and to have difficulty with even basic repairs.

Software

This means how long the device will continue to receive software updates, especially security patches. Machines with Windows 10 preinstalled will need some extra work to be upgraded to Windows 11, since Windows 10 is end-of-life and no longer receiving critical security patches. Macs must be replaced regularly according to Apple’s support schedule and are not recommended: new Macs are expensive, and secondhand ones are often already past end of support.

If you are purchasing a smartphone, look for a guarantee that the device will receive software updates for a number of years. Google Pixels are generally good for this, and you can check GrapheneOS’s list of supported devices for their recommendations.

Price

New hardware is expensive, and good hardware is more expensive still. Finding new hardware that has good specifications, is repairable and upgradeable, and will remain supported for many years is very difficult on a limited budget.

The Bottom Line

Buying used enterprise hardware from a reputable surplus store is probably the best way to find a happy balance between all three pillars. Buying new means you will almost always have to sacrifice one. If you must buy new, favor business-oriented lines from brands such as Lenovo or ASUS, which generally have good build quality and are reasonably serviceable. Avoid “gaming” lines (HP OMEN, Lenovo Legion, ASUS ROG, etc.) and budget brands such as Acer. HP’s enterprise hardware has a mixed reputation; evaluate specific models carefully.

The best overall balance of quality, software updates, and price is the Chromebook Plus. Look for “Plus” in the name: it guarantees a minimum hardware specification, and Chromebooks without it are usually underpowered. However, as discussed in Operating System, ChromeOS severely limits which desktop applications can be used, so confirm the user’s needs first. Most office work today is browser- and cloud-based, so there is a good chance this will not matter. If you get one with the right outputs, you can plug it into an external monitor, keyboard, and mouse and use it just like a desktop. Chromebooks also offer the absolute best desktop security via automatic signed updates, actually good sandboxing, and a robust defense-in-depth model.

Recommended Stores

MSU Surplus Store

Enterprise hardware at very low prices. The office has bought from them for years.

Enterprise hardware is designed to be repairable and upgradeable, which saves a great deal of trouble when a drive, RAM module, or motherboard needs replacing. Parts remain available for many years, making this the best way to ensure long-term repairability. Always check here first. Read each item description carefully; it will note any damage and whether a power cord is included.

Best Buy

Buying used hard drives is unreliable, so buy new drives here. Watch for sales.

Micro Center

Similar to Best Buy, but usually with better selection and prices. The downside is that the nearest store is in the Detroit area and many items cannot be shipped.

Amazon

Look here for WiFi dongles and various cables (Ethernet, HDMI, etc.), which are usually overpriced at retail stores.

Manufacturer Websites

Buy smartphones unlocked direct from the manufacturer. Get service from a cheap MVNO (a low-cost carrier that rents space on a major network), such as US Mobile or Mint Mobile. This avoids being locked into an expensive contract with a major carrier. It is a larger up-front cost, but it pays off in flexibility and long-term savings.

Dumbphones

Use the Dumbphone Finder to filter by network, features, rating, etc. Keep in mind that dumbphones are generally less secure than smartphones, as most do not support any sort of encryption for either data at rest or messages. However, for users who are not comfortable with technology, a phone without a web browser may still be the better choice.

Various Refurbishers

When buying used outside of university surplus stores, start with Best Buy and Micro Center. Their in-house repair departments check that everything works, and they usually offer a warranty, though at a higher price.

Independent refurbishers can also be very good, but they are harder to evaluate because of their small scale, and they may offer weaker warranties. eBay Refurbished is a good place to look; choose items with the official “Certified Refurbished” label, which include a warranty. Also check the individual sellers’ ratings and comments, and carefully read item descriptions.

A Note on Environmental Friendliness

Many manufacturers promote their products as being environmentally friendly, either because they are easily repairable or made with recycled materials. This is largely marketing. Buying used is always more eco-friendly than buying new, regardless of the claims the manufacturer makes. In addition, much of the hardware marketed as repairable lacks important security features or long-term update guarantees. For example, the Fairphone falls short of Pixel devices on several security features (see this comparison of Android security features).

If you are buying new and want to make sure your hardware can be easily maintained in the long term, you can check iFixit’s repairability index. The Dell OptiPlex and Latitude models you will find at MSU Surplus are highly repairable.