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compliant it asset disposal 2020

Guide to the Compliant IT Asset Disposal Process

Compliant IT Asset Disposal Process

IT assets include computers, phones, servers, and technology that can store confidential or sensitive data, which is why the IT asset disposal process varies from normal waste management. This guide will serve to help you understand the process.

Documenting

The growing threat of identity fraud and compromised personal information has forced legislators and companies to overhaul the destruction of IT assets.

To fulfill compliance, there must be a documented process of how you are going to destroy or recycle assets. A company must follow industry best practices in case of an audit.

The documentation is necessary to prove a chain of custody and due diligence. When an organization ends service with a particular asset, the responsibility does not end.

Recycle And Destroy

At the end of the lifecycle for IT assets, teams are assigned to scrub servers, end software licenses, and cancel service agreements.

The responsibility of the information within the technology remains with the organization until the assets are recycled or destroyed. The cost to start a compliant program is expensive and elaborate.

IT managers that fail to retire technology assets properly can bring about fines from the government.

It is often more efficient to use external recycling and destruction companies. The U.S. Environmental Protection Agency has a list of qualifying benchmarks for IT asset disposal companies.

Secure A Certificate

If your organization has taken the time and invested money to produce its own disposal program, you’ll want an external party to audit your process so they can give a certificate of destruction.

The certificate is proof to the government or any interested parties that the technology was properly scrubbed and destroyed.

While vetting external services, ask about their certificates of destruction. You should receive one as soon as assets are destroyed. Their service should also have a chain of custody to reinforce a certificate.

In the interest of contingency for a data breach, inquire if the asset disposal service has a legal defense team or process that protects from legal action.

Some asset disposal services offer on-site destruction so you can have an employee oversee them.

Accountability Of The IT Asset Disposal Process

Accountability and transparency should be the pillars of an IT asset disposal process. Whether it’s created in-house or with a third-party, the process should be defined and easily traced.

It should be clear how your managers plan to be transparent with the retirement of sensitive data on servers. A disposal service should also be transparent with their processes.

You should know exactly who has access to the assets and at what point.

Compliance Is Everything

Thorough compliance with an IT asset disposal process can protect you in the event of a data breach. Have everything documented and limit access to qualified employees.

If you’re interested in a professional asset disposal service carrying the heavy load, contact us today to start decommissioning your old technology.

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