5 Tips For Computer Disposal And Data Destruction

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At ITAMG we have been advising our clients on the big picture best practices for IT asset management, computer recycling, and secure data erasure. The following are five specific tips to help you make the most of your IT asset disposal program.

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1) Communicate your needs. We can help with refresh strategy, relocations, and more. As an IT asset management and disposal vendor we bring a unique perspective and skill set to advising on refresh projects, office and data center moves, and general procurement strategies.

Do:

Keep your asset disposal vendor in the loop on any major projects that effect your business operations and IT planning. We are familiar with a wide array of challenges that large organizations face during various projects and are happy to help your firm conquer them all.

Don’t:

Don’t wait to the final hour of a large project to enlist the help of your disposal vendor. The more lead time given to prepare statements of work, an action plan, quote costs and returns, and plan logistics the more likely a project will conclude successfully ...
... and within budget.

2) Reset or clear any BIOS and Admin Passwords from laptops in order to assist with data erasure and re-imaging of machines for refurbishment and sale.

Do:

Create a depository of admin passwords by model or other machine attributes to share with your computer recycling vendor. At minimum keep a master list of all Admin Passwords. If your firm can’t share Admin Passwords make sure to set to a default password before disposing of the machine.

Don’t:

Do not allow IT or other employees to create and use admin passwords that are not standardized or otherwise recorded for future reference. Don't expect full value for Apple equipment, laptops, or similar devices if admin passwords are not available or can not be reset prior to disposal.

3) Instruct users to remove returned Apple devices from their iCloud accounts. iCloud is used to track lost or stolen assets and unless a device is removed from a registered account your company or disposal vendor may not be able to legally reuse valuable and desirable assets.

Do:

Notify users across your organization that are using personal iCloud accounts on company assets to remove his or her device from the account when turning the asset back in. Create a depository for tracking iCloud user names and passwords for company generated iCloud accounts so devices can be removed from users profiles and sold or otherwise reused.

Don’t:

Don’t allow users to use personal iCloud accounts on company owned assets. Put a policy and process in place for users to use company provided iCloud profiles for company owned Apple devices. Managing the devices this way will allow your firm to control the devices on the user’s account and ensure the assets are reusable or eligible for liquidation returns at retirement.

4) Manage end of life data security appropriately. Lock up unencrypted media that are threats of exposure until data destruction is performed.

Do:

When pulling machines out of the working environment make sure all data containing devices or locked in rooms, cages, or containers that can only be accessible by employees with appropriate security clearance. Label and utilize locked containers to store any loose end of life media.

Don’t:

Don’t store assets or media in conference rooms, hallways, or open office spaces where the general public, building employees, or any other employees or visitors may be able to access them. Do not leave loose media or hard drives sitting in data centers, storage closets, or any other office space.

5) Handle equipment with care during physical consolidation and internal relocation. Liquidation returns on equipment are contingent on the working and cosmetic conditions of surplus computer equipment.

Do:

Ask us about the safest way to move all different types of equipment. Moving equipment throughout a office using carts or commercial moving bins is probably your best option. Treat the equipment with the same level of care used during implementation when removing the equipment from the environment. We are happy to provide tips on how to pack and move equipment efficiently and safely.

Don’t:

Don’t grab or apply pressure to LCD screens, scratch screens by letting equipment rub together, excessively stack laptops, damage rail kits or face plates on servers, or cut power cords from UPS, power, or any other equipment. Avoid packaging or dismantling equipment without clear direction from an ITAMG professional. Do not allow a commercial moving vendor to abuse retired equipment simply because it is categorized as excess, waste, retired, salvage or other.