Streamline Your ITAM/ITAD Process Today and Avoid Headaches Tomorrow

For many companies, IT Asset Management and IT Asset Destruction become back burner items that turn into headaches every few months. The more your company grows, the more you need a process. Companies willing to bring this discussion out into the open and create a streamlined and repeatable process are thrilled to no longer have to deal with this headache “when it comes up.”

The steps below can be followed for any company of any size. When looking for a partner to help you move forward, they can also be part of an RFP.

1.) Create and manage a process for providing equipment to your employees. This process should include all computers, printers, cell phones, and any other equipment with the potential to store data. Do not break from this process regardless of inconvenience or change in staffing.

a. This process should always include training for the proper software setup, protection, and protocol for using company equipment. Do not assume employees have read documents that outline this training.

2.) Create and manage scheduled (and regular) pickups of your company’s decommissioned equipment. Your schedule can be as infrequent as annually or as frequent as needed based on the size and scope of your organization. But knowing that it’s scheduled and ready to go will ease your mind. You will want to work with a partner who manages scheduled pickups of any frequency.

3.) Ask for a free certified appraisal of your decommissioned asset value with depreciation buyback options. This gives you the confidence to know that you are doing the right things financially.

4.) Review, select and follow a secure process to store your decommissioned equipment until pickup to preserve your chain of custody.

5.) Regularly undergo a risk assessment to identify weaknesses in your IT asset management system. Today, many partners provide this type of assessment at the start of an ITAM/ITAD relationship and use it quarterly, bi-annually, or annually to ensure that your results have not changed. The frequency you need to assess depends upon a variety of internal factors. Companies in a growth surge often need to do this quarterly to keep up on new IT assets and training, especially in hybrid and remote work environments.

6.) Be sure your processes include an internal team or external partner that can provide a 24-hour callback for data emergencies.

7.) Ensure your processes include receipt and review of the certificates of destruction tailored to the compliance requirements of your particular industry. Do not just assume that equipment was appropriately processed. All data should be digitally destroyed per NIST standards, and each piece of equipment should be processed following EPA, DEP, ISO 14001, and all national and (most) international regulations.

8.) Ensure your process includes NAID AAA Certified serial number-level tracking of all your equipment.

Using the above points for an internal conversation will ensure that you are doing things correctly. Giving remote employees equipment or access to internal systems or networks without this conversation is a risk you should NOT be willing to take, regardless of size.

To learn more about how you can streamline your organization’s ITAM process, check out our secure cart service program or contact us to discuss your specific needs.