Beyond Certifications: How to Navigate ITAD Challenges and Combat Bad Actors

The world of IT Asset Disposition (ITAD) is becoming increasingly complex. As technology evolves and organizations prioritize data security, the importance of responsibly disposing of IT assets cannot be overstated. During our recent episode of Data Security over Coffee, Reclamere’s executive team was joined by Kyle Marks, CEO of Retire-IT, to dive into the often overlooked yet crucial aspects of IT asset management. In this blog, we explore the insights shared and how Reclamere’s DS360 service helps organizations navigate certifications, minimize risks, and handle bad actors.

The Importance of Certifications—and Their Limitations

Certifications are often viewed as the standard that separates reliable ITAD providers from unqualified ones. NAID-AAA, R2, and e-Stewards certifications are benchmarks, ensuring that ITAD companies adhere to best practices in data destruction and environmental responsibility. However, as Kyle Marks highlighted during our discussion, certification alone is the starting point.

Certifications act as table stakes, but they do not guarantee that a provider will always operate ethically or meet compliance requirements. Leaders must realize that there are certified vendors who have failed to follow ethical practices—some even facing legal issues due to tax evasion or fraudulent activities. To ensure compliance, companies should look beyond the certifications and focus on implementing a robust chain of custody, conducting independent audits, and building strong partnerships with trusted providers.

Identifying Bad Actors in IT Asset Management

Kyle shared the stark reality that ITAD is inherently adversarial. No ITAD vendor is infallible, and when something goes wrong—whether it’s a missing device or a mishandled hard drive—the responsibility ultimately falls on the asset owner. This is why it’s crucial to have a proactive approach to identifying and mitigating risks associated with IT asset disposal.

One key element to look for is whether your ITAD partner actively tracks potential incidents, is transparent about its processes, and maintains a zero-trust mindset throughout the entire chain of custody. Reclamere’s DS360 program is designed with these principles in mind. By blending advanced tracking capabilities, industry-leading certifications, and rigorous chain of custody processes, we ensure that no asset is left unaccounted for and that data is fully protected from start to finish.

The Myth of “Free” ITAD Services

During the episode, one of the key myths that Joe and Kyle debunked is the notion of “free” IT asset disposition services. While many organizations may be drawn to ITAD vendors that claim to provide “free” recycling, the reality is far from straightforward. Kyle shared, “If someone tells me they have free recycling, the only thing that tells me is they don’t know what they’re paying.” The cost of “free” is often hidden—whether in inadequate data destruction, environmental non-compliance, or the risk of data breaches.

Choosing a “free” ITAD provider can lead to significant legal liabilities and reputational damage if sensitive data is not securely destroyed or e-waste ends up in an unregulated landfill. Reclamere’s DS360 service provides transparent pricing and full accountability for every asset—ensuring that your organization avoids the hidden costs of free services.

Integrating IT Asset Management with Cybersecurity

Another essential takeaway from the episode is integrating IT asset management (ITAM) with a broader cybersecurity strategy. ITAD isn’t just about disposing of old devices; it’s a critical component of an organization’s overall risk management framework. Improperly managed end-of-life IT assets can serve as a backdoor for cybercriminals, leading to breaches that can be both financially and reputationally costly.

By leveraging our DS360 program, Reclamere helps organizations incorporate ITAD into their Governance, Risk, and Compliance (GRC) strategies, ensuring that IT asset disposal is aligned with cybersecurity best practices. Our program includes comprehensive tracking of all data-containing devices, downstream data liability coverage, and compliance with environmental standards—all essential for mitigating risk during the disposal process.

Best Practices for a Secure ITAD Process

1. Certify & Verify: Certifications like NAID-AAA and SOC 2 Type 1 are essential, but they are just the beginning. Verify that your ITAD provider maintains these certifications actively and applies best practices throughout the process.
2. Chain of Custody: Ensure a secure chain of custody for every asset. This means having a documented process from the point of collection to final disposal or recycling. Reclamere’s DS360 program includes custom certificates of destruction for every asset, ensuring accountability at each step.
3. Transparency: Choose ITAD partners that offer full transparency about where your assets are, how they are handled, and when they are disposed of. Reclamere’s Secure Cart Program includes serial number tracking, so every asset is accounted for.
4. Don’t Fall for “Free”: Free ITAD services can be a costly mistake. Look for partners who offer clear, fee-based services that guarantee compliance and data protection.
5. Prepare for Audits: ITAD is not just an IT process—it’s a compliance process. Be prepared for audits by ensuring your ITAD partner can provide documentation and certifications demonstrating compliance with regulatory requirements.

Building a Resilient Future with ITAD

As we look ahead to 2025, one thing is clear: businesses must take ITAD seriously as part of their cybersecurity strategy. Certifications are important, but due diligence, transparency, and a zero-trust approach to data handling sets responsible ITAD providers apart. Reclamere’s DS360 program is built on these core principles, providing not only certified data destruction but also peace of mind.

Our collaboration with Kyle Marks, CEO of Retire-IT, underscores the importance of treating ITAD as a critical business function rather than an afterthought. Focusing on governance, risk, and compliance, Reclamere helps organizations secure their IT assets from start to finish, providing $5 million in downstream data coverage, establishing a chain of custody, and ensuring compliance with all relevant environmental regulations.

Is your IT asset disposition process secure? Find out how Reclamere’s DS360 can help you navigate the complexities of ITAD while safeguarding your organization. Schedule a discovery call today.