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The Asset retirement process starts prior to its deployment into the business. Once an asset has been purchased and prior to being deployed into the business, it should be asset tagged and added to an internal asset register with as much information as available inputted about the asset.
The reports include the Asset Report and Data Destruction Certificate; this represents the conclusion of the service. You may also require a waste transfer note if disposing of equipment that no longer has a use and will be recycled.
Now everything that requires your involvement has been sorted it is now down to the service provider to provide the service to the agreed levels.
Once the collection is agreed ensure that the equipment is ready prior to the date the service provider collects. The equipment should be in an area of the building that the service provider can get a van close to. Ideally on the ground floor. It isn’t the service providers responsibility to carry assets from various locations in a building or downstairs etc - unless agreed prior to collection.
To arrange a collection, ideally you should avoid just having an email correspondence and agree all the collection details in a booking form/work order. This way all parties involved understand what is expected of them. To ensure a seamless collection there are many elements that need to run smoothly, being organised and agreeing to what is expected in a document creates less margin for error and ensures a chain of custody.
Supplier selection must come down to capability and credentials, not price. Although most suppliers will offer a free solution, if the circumstances permit.
Prior to engaging with a supplier MITAD will work with you to engineer an innovative solution. By considering all your requirements as a customer and applying all our market knowledge we will develop the solution that works best for you.
Often when disposing of retired IT equipment, you will be disposing of assets that hold data, therefore the process will require data destruction. There are various methods of data destruction available, and you must decide which method is best suited to your business and your requirement.
Ehen creating a disposal inventory, it is important to document as much information about the asset as possible. If you’ve asset tagged the assets and inputted the information into an IT asset register, you may be able to gather all required information easily. If not, you may have to build the asset inventory from scratch. This may be time consuming but offers much value as you have traceability over what you have disposed of and a list to cross reference against the inventory provided back from your IT Asset Disposal partner.
Different organisations have different reasons for disposing of an asset such as it not being fit for purpose, out of warranty, no longer to company specification, company downsizing etc. Whatever the reason for disposing of your asset, it is important to create an inventory of what you are disposing of at the start of the disposal process.
It is important to have an IT Asset Disposal and Data Destruction Policy. If you do not have one then, really, you should. The Policy acts as a guide for everyone in the business who is involved in the disposal process to help them understand the business requirement and how to act ensuring everything is completed correctly.