ITAD services, short for IT Asset Disposition services, help companies dispose of obsolete or unwanted IT equipment in a secure, environmentally responsible, and cost-effective manner. This typically entails collecting, recycling, refurbishing, and reselling unwanted IT equipment such as computers, servers, hard drives, and mobile devices.
The best ITAD services companies follow a body of best practices to ensure data security, good environmental stewardship, regulatory compliance, and cost-efficiency. They also document their processes thoroughly, providing a clear audit trail to verify their work and satisfy compliance requirements.
As concerns about e-waste and cybercrime continue to increase, ITAD has become standard operating procedure at many companies, offering a means to ensure that assets are handled in a secure, sustainable, and efficient manner.
At first glance, it might seem like most ITAD companies do more or less the same thing. In fact, there are critical differences that could determine whether or not your company will experience a data breach, resulting in negative publicity, fines, or other regulatory action.
In this article, we’ll provide a checklist of things you need to look for in an ITAD service provider, including certifications, sound data destruction protocols, sustainability standards, and traceability. We’ll also discuss the importance of good customer service and flexible, customized ITAD solutions.
Certification and Compliance Standards
Industry certification standards for ITAD companies ensure that these organizations follow best practices for security, environmental responsibility, and quality management. Key certifications and compliance standards that you should look for include:
- e-Stewards: This certification focuses on environmentally responsible disposal of e-waste. E-Stewards requires that electronic waste not be exported to developing countries.
- NAID: Certification by the National Association for Information verifies an ITAD company’s compliance with all known data protection laws. NAID performs both scheduled and surprise audits to validate performance.
- Ecovadis: In order to be recognized by this organization, ITAD companies must undergo formal assessments in which they demonstrate strong management controls and a commitment to environmental sustainability.
- ISO Certifications: The International Organization for Standardization (ISO) publishes a wide range of standards aimed at ensuring quality, safety and consistency. The ISO 14001 certification attests that an ITAD company has implemented effective environmental controls to limit the negative environmental impact of its activities. ISO 45001 focuses on occupational health and safety, ensuring the well-being of workers employed in the ITAD industry, and ISO 27001 addresses information security.
These certifications are not just badges of honor; they are essential for ITAD companies to prove their commitment to upholding the highest standards of environmental responsibility, data security, and occupational health and safety. They help companies comply with critical legal and regulatory requirements such as GDPR and HIPAA, as well as increasingly stringent environmental regulations.
Data Security and Destruction Protocols
Look for an ITAD service provider who can offer multiple options for data destruction, including physical destruction, degaussing, and secure erasure.
Unfortunately, some ITAD companies are not reputable, and might not follow best practices to the letter. Be sure to ask potential vendors if they can demonstrate complete data security throughout the IT asset disposition process. If data destruction occurs off-site, for example, ask whether the company will transport your IT equipment in sealed trucks, with GPS tracking and drivers who have undergone a thorough background check.
Look for an ITAD service provider that offers end-to-end auditability, including a certified report of data destruction after the job is finished.
Environmental Responsibility and Sustainability Practices
Most ITAD companies talk the talk when it comes to environmental sustainability. Not all of them actually walk the walk, however. As you screen potential ITAD vendors, review their long-term commitment to ecological practices. Are they doing everything they can to limit the amount of e-waste going into landfills? Are they actively contributing to the circular economy by promoting reuse, refurbishment, and recycling?
In this respect, certifications like e-Stewards and Ecovadis offer considerable assurance that an ITAD provider is on the right page. Evaluate the provider’s downstream recycling chain to understand what happens to materials and components after the disposition process is complete.
Transparency and Traceability of Services
As with so many other initiatives, communication is key when you’re working with an ITAD services provider. Look for a company that offers full transparency into their data destruction processes and sustainability practices.
It’s critically important to track assets through the entire disposition process with mechanisms like GPS monitoring, tamper evident seals, and video surveillance. These tools help to ensure a verifiable audit trail from the point of pickup to final disposition. It also supports reporting for compliance and corporate governance.
Customization and Flexibility of Services
Many ITAD companies offer standard, commoditized services. This one-size-fits-all approach might not be right for your company, however. Look for a vendor that can offer tailored ITAD solutions to meet your specific requirements. Assess the company’s scalability and global reach. Can they offer complete services for all of your locations?
Also look for flexibility, and a willingness to accommodate your company’s needs with additional services like on-site data destruction or logistics support.
Customer Service and Reputation
As with so many other business services, the real proof lies in customer testimonials. Look for an ITAD service provider who has been in business long enough to have established a solid reputation for customer service. Check reviews and testimonials to find out what their strengths and weaknesses are from the perspective of actual customers.
A company’s core service offerings might very well be up to par, but unless they provide responsive and knowledgeable customer support, they might not be the right fit. Look for companies willing to assign you a single point of contact who can act as your advocate and partner throughout the IT asset disposition process.
Conclusion
Today’s companies need to adopt a proactive approach to managing the lifecycle of IT equipment. ITAD plays a critical role in that larger picture, ensuring the security of sensitive and confidential data, safeguarding the environment, recapturing value from unwanted assets, and helping meet compliance standards.
Start by focusing on ITAD vendors with recognized certifications, effective data destruction protocols, clear traceability, and a commitment to sustainability standards. Narrow your list to the most experienced and flexible ITAD companies, backed by stellar customer reviews. The right company has the potential to become your long-term partner, adding value to your business for years to come.
Want to learn more? Find out how hard drive destruction works, and whether on-site or off-site options are the right choice for your business. Download our free white paper, Shred Smarter, not Harder.
