Here's Why You Need A Chain Of Custody With ITAD

What is a Chain of Custody? 

A chain of custody refers to the process of maintaining and documenting the handling of evidence. In regard to ITAD, it refers to the documentation of everything that happens from collection all the way to disposal. This includes keeping timestamps, individually verifying each asset and final verification. A chain of custody represents an ITAD company’s accountability for the equipment that they handle.  

There are three major aspects of a chain of command – protecting data, responsible disposal, and asset tracking. 

Protecting Data 

Data is a business’s most valuable asset. Not only for the value it can provide, but also from the implications of it leaking to the public. When data bearing hardware reaches the end of its lifecycle, or it comes time for you to perform an IT refresh, that equipment is at risk. 

Morgan Stanley found out just how important this was the hard way back in 2023. They hired a moving company without the proper experience in data destruction to handle thousands of hard drives containing client information. The result? Some of these devices were auctioned off without proper sanitisation, compromised the data security of countless customers, and cost Morgan Stanley $13,000,000. 

Responsible Disposal 

An ITAD company doesn’t just exist to clear out IT infrastructure and effectively sanitise data bearing hardware. Equally important is the responsible handling of the hardware in a sustainable way that meets environmental regulations. A robust chain of custody will ensure that each piece of hardware is documented, regardless of its future. 

Responsible disposal is important for a number of reasons. Whilst at Techbuyer we will always look to refurbish, repair and extend the lifecycle of IT hardware where possible, sometimes this is simply not possible. If this is the case, the priority becomes to responsibly recycle the equipment.  

Asset Tracking 

Whether hardware is refurbished, repaired or recycled, its entire process, from the moment it comes into contact with an ITAD supplier, should be documented. This means that every single test, move, and decision made for each individual piece of equipment must have a receipt. This is important as it allows for everything to be found at any given time, further increasing security levels. 

What to Look for in an ITAD Provider 

Making sure that you choose the right ITAD partner is arguably as important as the ITAD service itself. A good ITAD provider will have a strong chain of custody and this relies on expertise, transparent reporting and asset tracking. Here’s what to look for when on the search: 

Accreditations 

Accreditations act as proof that a business is holding itself to a particular standard. Keep an eye out for accreditations such as ISO 27001, which provides a framework that ensures security management best practice. 

Proven Chain of Custody 

Don't just assume that a chain of custody exists. If you ask an ITAD provider how their assets are tagged, logged and transported, they should be able to provide the answer. 

Data Sanitisation Standards 

Secure data sanitisation is one of the major reasons that ITAD services exist, so ensuring that the provider is performing to the required standards is essential. Again, ISO 27001 is a good example of what to look out for here.  

Sustainability Focus 

Another major benefit to an ITAD supplier, rather than just flat-out destruction of hardware is that it is a much more sustainable option. Practising sustainability wherever possible is always advised and, as such, looking for an ITAD provider that can boast environmental best practice is always a positive move. A good example of a sustainable focus is a zero-to-landfill policy, ensuring that no matter the condition of hardware you have, you can rest assured knowing that it isn’t going to add to the already vast e-waste dumping grounds found across the planet. Knowing what memberships to look out for can also be helpful. A business partnerd with organisations such as ASCDI or NAID shows that an ITAD supplier not only has best practice of data sanitisation at heart but also cares about their effect on the environment. 

What are the Benefits of an ITAD? 

If data protection is important to your business, then an ITAD service may not just be highly recommended, but also required. Even if not legally required, an ITAD service provides an invaluable service that offers enhanced data security, environmental responsibility and operational efficiency.  

Techbuyer’s ITAD service delivers an unrivalled solution for removing redundant IT hardware and offers three tiers of service. Our basic service offers collection and full data erasure, aimed at those  working to a tight budget. The standard service offers all this, while adding a carbon savings certificate, and a data erasure certificate. This level offers more for those that are required to provide reporting. At the top of the list sits our premium level service. With the premium level, you can expect everything that comes with the previous levels, while receiving a full audit report across all technology, as well as individual reports where requested. 

Each of our tiers provides full data security, meaning you remain fully compliant with data protection legislation, wherever you are based. For companies that face a greater data risk, or work in industries in which regulations are stricter, we recommend our premium level of service that delivers a comprehensive solution. Click here to learn more about each tier of our ITAD service, or to get in touch with our team.