When you’re planning to dispose of or sell IT assets, it seems like a straightforward situation; you simply need to determine where your unused technology goes next.

What could go wrong?

As it turns out, quite a lot.

There is significant (and avoidable) risk in the IT asset disposition (ITAD) process, meaning a process that includes reusing, recycling, repairing or safely disposing of IT assets. From fines to data breaches and much more, mishandling e-waste and data or other errors are highly problematic, which is why most companies rely on ITAD vendors, like GreenTek Solutions, to handle this complex process for them.

Fortunately, by knowing the risks of the process and what to look for in an ITAD provider, you can make smart decisions that lower your risk. Whether your ESG goals drive your interest in risk reduction or you’re new to ITAD and want to avoid common mistakes, read on to get helpful insights and learn best practices

What are the risks of IT asset disposition (ITAD)?

As companies, consumers and regulators have become more aware of the negative impacts of e-waste and data breaches, there has been a significant rise in related regulations, penalties, lawsuits and reputation loss.

Many well-known companies have paid multi-million dollar settlements for mistakes and misdoings that can occur during the ITAD process, from Target being fined $7.4M for improperly disposing of e-waste to Equifax’s $575M+ data breach settlement.

However, when your IT assets are no longer useful to you, they can’t sit in storage forever. Knowing how to lower your risks during the ITAD process will help you feel confident in moving forward.

How to lower the risks of ITAD

First and foremost, if you’re serious about risk reduction, working with an ITAD vendor is a must. Few, if any, organizations are properly equipped with the expertise, resources, facilities, technology, certifications and even insurance coverage to lead their own ITAD process. Choosing an ITAD provider is an important first step—but what do you look for in an ITAD vendor?

Before locking in an ITAD vendor, ask these questions:

• Is the ITAD provider properly insured? And we don’t just mean general liability. Do they carry extensive coverage against data loss and pollution? Are their team members insured, or are you at-risk of covering medical bills should someone get injured on your property? If the ITAD vendor drops the ball, you want to make sure you’re not liable.
• What certifications does the ITAD vendor have? At minimum, an ITAD provider should be R2v3 Certified, evidence they’re skilled at exceeding responsible recycling standards. It’s also helpful to ask about HIPAA compliance and other data security standards, particularly if you work in fields with sensitive data, like education, finance, healthcare or law. Inquire, too, about ISO Quality, Environmental, and Safety certifications, third-party audits and other qualifications that show the business is run properly.
• What scope can the ITAD provider handle? Particularly for large or complex ITAD projects, find out if they can accommodate your needs. Not all ITAD providers have the scale, experience or qualifications to handle every ITAD effort. For example, a large, nationwide ITAD process with multiple locations or dismantling a large datacenter with sensitive legal data are no match for a small ITAD provider. You need a partner who can handle this and any future needs with ease.
• How do I know my assets and data will be handled properly? Transparency and documentation are critical; an ITAD provider shouldn’t simply pick up your older server and then send you a bill in a few weeks. Instead, they should utilize a chain of custody report to show where your assets were located and when, giving you live updates for full transparency. For hard drives and data-containing devices, the ITAD vendor should also provide a certificate of data destruction or erasure, proof your data is not at-risk of being breached.
• What does the ITAD provider do with my devices? This question isn’t so much about risk to your organization as it is about risk to the environment and sustainability, which is still worth considering as it’s a risk everyone shares. Many ITAD providers will send IT assets straight to recycling. While this is better than a landfill, it means that still-functional devices have their lifespan prematurely cut short. This equates to a less earth-friendly ITAD process as most devices can be refurbished and reused, preventing the need to mine for raw materials, manufacture new items and negatively impact climate change.

Asking these questions will go a long way in understanding whether or not an ITAD vendor is capable of leading a safe, secure ITAD process or not.

How can GreenTek Solutions help lower your risk? Partnering with clients in education, oil and gas, government, medical, legal and other industries, GreenTek Solutions is particularly skilled at leading leading secure ITAD processes ITAD processes, earning a prestigious R2v3 certification, multiple ISO certifications and proven HIPAA compliance over 5,000 projects.

For even greater risk reduction, GreenTek Solutions offers transparency at every step of the ITAD process, from the moment your IT assets are inventoried through to data destruction, offering documentation to prove how, when and where your assets were handled.

In addition, GreenTek holds insurance policies for data breaches, pollution and commercial general liability, meaning there is no risk to your organization when working with GreenTek Solutions. Paired with proactive security and safety measures, audited processes, professional employee training and development and much more means the ITAD process is smooth, safe and secure.

For particularly risk-averse clients, GreenTek can even accommodate on-site asset inventorying and on-site data destruction/wiping, allowing clients to supervise and control exactly how their assets and data are handled.

If you’re focused on achieving ESG goals, GreenTek’s approach to transparency, data management and internal governance will exceed even the strictest standards, allowing your organization to appropriately reduce its risk while conducting a potentially risk-filled operation.

To learn more about how GreenTek Solutions can help with a risk-free ITAD process, request a quote here.