Whether you are using spreadsheets or an integrated system for asset management, you’re keeping track of a variety of data concerning your IT assets: their configuration, their location, which software is installed on them, which contracts and warranties are associated with them, etc. It’s just as important to close out your records accurately by collecting data on the disposition of your IT assets. IT asset disposition data can have financial, data security, and software asset management implications for you and your company. Disposition data should be documented for each piece of retired IT equipment in a standardized way. This data needs to be integrated with your existing asset management system. Here’s how:

• Choose the right provider. Your IT asset disposition partner should be providing the documentation you need for each piece of equipment. Choose a vendor that can reliably provide detailed audit reports by serial number and asset details, formatted to meet your system requirements, for the disposition of each asset.
• Get timely reports. Disposition reports should be available in 30 days or less after your ITAD partner picks them up.
• Have clear data requirements. Clarify to your ITAD vendor what disposition information you need reported and how it should be organized. Do you need it organized by date, by type of material, by location, or all of the above? Does your environmental/sustainability team need weight data by material type? All these questions should be answered before disposition is performed. A standardized process will ensure the correct data is recorded every time.
• Take advantage of onsite scanning. If you are concerned about keeping track of the assets leaving your facilities, onsite scanning of assets prior to packing is available from some ITAD vendors. With onsite scanning, you should get a report before the truck leaves. This option also provides stronger chain-of-custody tracking.

A holistic ITAD program standardizes documentation

By standardizing your organization’s ITAD procedures enterprise-wide, you can ensure that accurate disposition data is being recorded for each piece of retired equipment and that the data is always formatted in a way that can be integrated seamlessly into your existing asset management system. You should be able to report and analyze your ITAD results from every location all together. This holistic approach to IT asset disposition is one that takes into account the needs of every stakeholder in your organization with specific roles and procedures for every link in the chain. Our IT Asset Manager’s Guide to Disposition discusses how a holistic ITAD program can respond to your concerns, such as ITAD costs and investment recovery, as well as integrating disposition data into your asset management system.