5 Ways to Reduce or Keep IT Infrastructure Costs Under Control

Information technology (IT) has become a vital component of every business, organization, government, and most notably, our daily lives. IT specialists funnel massive amounts of data into multiple computer systems to provide actionable output and presumably everlasting availability of historical transactions, information, statistics, calculations, charts, projections, and countless other resources to support ongoing activity.

Given the essential need for IT resource support, both human and electronic, organizations face significant challenges in keeping their IT infrastructure costs in line with the information's benefits.

In some instances, companies have shied away from making sufficient investments in IT, only to find that their well-managed competitors are rapidly advancing with access to more real-time data.

On the other hand, some companies have burdened themselves with state-of-the-art computer systems managed by an extensive staff of in-house computer specialists, only to find that the benefits are not keeping pace with the costs.

Lowering costs while generating the necessary information flow should be your most important IT objective.

Ways to Control IT Infrastructure Costs

During the current pandemic, the impetus to review and manage IT costs has become even more acute as more associates are working remotely. In some instances, enterprises are learning to function efficiently with remote workers by means of a well-designed IT system. Some organizations may decide to reduce their in-house workforce in the long run.

Here are five steps to attack a burdensome IT infrastructure budget:

1. Expedite Cloud Migration

Faced with multiple remote workers and an ever-increasing demand for data storage, converting to Cloud services as soon as possible can reduce operating and equipment costs, enhance security, and provide immediate data recovery in case of a business interruption.

2. Minimize Cloud Storage Cost

When a significant portion of any organization's personnel works remotely, secure Cloud storage spanning multiple servers allows for remote access to vital information and straightforward communication among qualified team members. Consultants from a global third-party maintenance company like thomastech can identify excesses in Cloud spending by:

  • Reviewing your current and projected needs
  • Assessing your current spending on cloud resources, storage, and other services
  • Recommending specific adjustments to reduce or avoid unnecessary costs
  • Creating a plan that recognizes cost benefits and longer-term commitments only for essential applications
  • Implementing a Dashboard Monitoring System that allows stakeholders to identify inefficiencies

3. Pay Only for What You Need... Period.

For smaller or middle-sized operations, utilizing a third-party IT maintenance company is the most economical choice. Rather than employing a bullpen full of full-time specialists, reduce your costs by using technical support only when needed for repairs, upgrades, implementation, user training, security enhancements, and ongoing monitoring.

4. Make Your IT Assets, Infrastructure and Equipment Last Longer

Manufacturers' representatives have one goal: to sell you more equipment. Their maintenance contracts and warranties only extend for a few years, after which they will advise that you start replacing. A competent third-party maintenance company will strive to keep your equipment up-to-date longer, perform regular services, and install upgrades only as needed.

5. Partner With a Professional Third-Party IT Maintenance Company That Will Save You Time and Money

Focus on your real organizational mission. Operating computer systems effectively is a support function and not your company's primary purpose. Wasting capital on maintaining an extensive in-house IT staff and equipment can be counterproductive.

A third-party IT maintenance company like thomastech will keep your business focused on issues that matter while holding the cost of storing and managing essential data at the lowest possible level.

Contact thomastech LLC for Global Enterprise IT On Demand Support

Visit our website to learn more about our IT experts' many ways to improve your data management, reduce your costs, and to create a more efficient and secure environment. Our multi-talented team of professionals will help reconfigure your IT systems,  optimize existing assets, upgrade security, provide ongoing maintenance, implement upgrades, and more to help you control your IT costs.

Pay only for what you use and need while keeping your focus on what matters most-- your customers, products, and services.

While providing global, cloud-based support for their many clients, the experts at thomastech will be pleased to review and evaluate your current systems to help you reduce your IT infrastructure costs.

To set up a confidential consultation, visit the thomastech Contact Page, fill in the necessary information, and one of our experts will contact you right away. Alternatively, you may phone our headquarters based in Medina, Ohio at 1 (330)-225-3117.

Why IT Asset Managers Reject Tools

Embracing rapid change is difficult for many of us. With Information Technology, when it feels like we've become accustomed to new methods of compiling, organizing, and analyzing data for accurate and timely decision-making, access to something new and better comes along.

The Technology Upgrade Challenge

As technology continues to rush forth rapidly, IT managers frequently face an “upgrade” challenge. Their responsibility is to:

Determine if the additional cost of new technology and training and acquiring new hardware, files and software assets will be justified by a notable improvement in accuracy, speed, capacity, mobility, and competitiveness.

Assess whether skipping the newest generation of IT capability will make staying abreast of future innovation impossible.

Make sure the IT Asset Disposition (ITAD) challenge is not too burdensome.

As with other scientific breakthroughs throughout history, many reject the innovation and prefer to remain with their old, “tried and true” methods, espousing the attitude that “if it ain't broke, don't fix it.” Unfortunately, in many instances, their process may be “broke.” Historically, even doctors and dentists have clung to older methods, believing that certain new technologies bring no greater accuracy or effectiveness to their practices. For example, a veteran dentist today, unwilling to adopt the training and equipment expense, may ignore the advances in precision laser dentistry, preferring instead to stick with (painful!) drilling and scraping to accomplish their mission.

Naturally, their clients begin to move toward newer, less painless options.

Many IT Asset Managers are also reluctant to consider upgrades that challenge their “tried and true” approach, even though today's challenges are far more severe than a decade ago. But, while numbers and data still crunch accurately with the existing systems, recent security threats and complex compliance standards are demanding more and more sophisticated methods for effective enterprise IT management.

Reluctance to Change

IT Asset Managers may be reluctant to change for several reasons. These may include:

  • Insufficient budget
  • Unwillingness to disrupt their “routine”
  • Expense and time required to retrain
  • No ITAD Plan

Creating an ITAD Plan on Time

One of the biggest challenges of adopting new and more sophisticated IT systems is managing the older IT asset disposition. Not only must the used equipment be disposed of responsibly without endangering the environment, all data within the equipment must be erased entirely to ensure it never falls into the wrong hands.

Importance of a Trustworthy ITAD Service

ITAD does not have to be expensive if a solid, well-developed plan is implemented. Finding trustworthy ITAD partners is vital since “open book” information sharing is a positive component of keeping disposition costs down.

Financial Impact of ITAD

Much of your used equipment may have resale value. Individual assets or parts can be resold, thereby reducing your enterprise's total cost of ownership and disposition costs.


Your ITAD partner will ensure and document the removal of all data from the IT assets before disposal. PCs, tablets, mainframes, and mobile phones that continue to hold data can become a significant security threat to your business.

Environmental Impact

Responsibly submitting your used equipment for refurbishment, reuse, or recycling will divert much of your discarded material from the landfill.

Moving Forward

While effective IT Asset Disposition results from a decision to upgrade your company's capabilities, the process frees up space for new technology. It will provide you with greater efficiency, a higher level of competitiveness, and more accurate data to execute real-time decisions.

ITAD May Involve Everyone

While your ITAD strategy incorporates outside professionals to help execute the plan or project, the overall process will involve many of the organization's internal sectors. These may include:

  • Executive Management: Budget decisions
  • Legal: Compliance with existing regulations
  • Risk Management: Potential impact of improper ITAD strategy
  • IT Data Security: Ensuring all data is 100% cleaned of any existing data
  • Sustainability Team: Environmentally-responsible process
  • Facilities Issues: Where to store equipment during the disposition
  • Logistics: Moving the equipment from the facility to the next destination
  • Purchasing/Supply Chain: Involving the acquisition of new equipment and all accessory supplies and components.

As your enterprise expands, a carefully developed ITAD Strategy will keep you in control, aware of the competition and minimize the real cost of information technology.

IT Asset Disposition, Third-Party Maintenance, and Secure IT Support Solution

One highly respected Medina, Ohio, company, thomastech, offers comprehensive IT support, service and active strategies for successful enterprises and organizations worldwide. The company's IT experts offer secure, professional, state-of-the-art support that allows companies to focus on their objectives while reducing IT costs.

For more information regarding the extensive third-party maintenance support that thomastech provides, visit access our website at https://thomastechllc.com/. You may complete the brief online Contact form, and one of thomastech's professionals will contact you.

You may also call thomastech at 1-330-225-3117 to learn more about thomastech's services.

Your Post-Covid 19 IT Asset Disposition Strategy

As more company team members move away from their centralized office environment to work remotely, IT departments face the emergent task of maintaining a secure network of remote IT assets. In many instances, scattered teams may even become the norm, to some degree, in the future.

The global Covid-19 pandemic has become a primary catalyst for change. The circumstances have seriously impacted many IT managers who failed to create any contingency plans and scrambled to piece together emergency strategies to accommodate remote interaction. Others executed well-prepared contingencies that allowed their enterprise to continue conducting business as usual without interruption.

IT Asset Disposition Challenges of a Dispersed Workforce during Covid-19 

A scattered workforce creates challenges that many IT departments may have never faced. While facilitating interactive communications from remote locations, IT specialists were immediately charged with securing their systems against the increased vulnerability of remote and sometimes employee-owned IT equipment.

Even when employees transferred their office equipment and software to their homes or other remote locations, the potential for data theft, malware, and other unwanted intrusions increased significantly.

To ensure safety and improve security, all IT equipment, no matter who owns it, must be added to the company's Asset Register and encrypted for protection. In a larger organization, documenting and securing all company or employee-owned equipment can be a massive undertaking.

Impact on IT Asset Disposition (ITAD) for Businesses and Organizations

In addition to the many new processes and procedures needed to secure scattered IT assets, IT Departments must make IT Asset Disposition activities one of their highest priorities. ITAD involves working with companies to implement business strategies and an essential set of responsibilities that include:

Minimizing the cost of disposal of obsolete IT equipment

Ensuring and documenting that all data and organizational detail are wiped clean from all equipment to be replaced

Recovering value from any parts or elements that can be resold

Locating spare parts or equipment on the secondary market that may be useful for your enterprise

ITAD Going Forward

Many IT Managers are hastily reimagining their ITAD priorities as a result of the Coronavirus Pandemic.

For example, enterprises with a high volume of desktop computers and peripheral equipment remaining in their home office and branch locations may no longer need or care for them.

During this time, some companies that have shrunk due to a drop in demand are likely to have excess equipment on hand.

Other companies have joined forces as they move forward but have incongruent systems. Making their systems compatible likely requires the acquisition of new equipment and the disposition of the obsolete material.

Get on the Right Path and Work with Trusted ITAD Vendors

How much an IT Department spends on the disposition of obsolete equipment is actually a component of the replacements' costs.

Responsible and trustworthy ITAD companies can reduce your overall IT costs while providing a peace of mind for IT management. With open communications, your ITAD provider will attempt to sell all or parts from your disposition to counter the actual expenses of transportation, data removal, and environmentally-safe disposal of the IT equipment.

Carefully review your candidate ITAD vendor's credentials. Develop mutual strategies to move forward in these changing times.

In most instances, more than one ITAD service provider can be beneficial and economical.

thomastech, Your Third-Party Maintenance Leader in Data Center Hardware, IT Asset Disposition and Technology

thomastech is an Ohio-based IT enterprise focused on hardware, service, and third-party maintenance around the globe. A company committed to maximum performance, thomastech offers a full menu of scalable programs to help your business grow and remain at the leading edge of IT capability.

As a third-party systems maintenance support company, thomastech helps organizations of all types to maintain secure and flexible IT systems without the overburdening costs of an in-house IT department.

For more information about thomastech's vast menu of capabilities, visit the thomastech website , or phone the professionals at thomastech at +1-(330)-225-3117.

Top ITAD And Data Security Tips For Working Remotely During Covid-19

Due to the global Covid-19 pandemic and the unparalleled challenges caused by the novel Coronavirus, enterprises, governmental agencies, and other organizations have adopted work-at-home protocols for many of their employees. Ideally, these groups will adapt to such changes and steps consistent with social distancing without any significant lapses in service level or employee performance.

With the lessons learned from this unprecedented time, some experts believe that more organizations will incorporate additional work-at-home policies and methods in the future for their remote employees. But for now, the experience is an emergency adjustment driven by the need to provide employees with a safe, healthy working environment.

Organizations usually construct emergency protocols and contingencies into their respective game plans to handle most potential challenges. Few anticipated the extent and all-encompassing effects of the current circumstances caused by the Covid-19.

One aspect of the work-at-home situation that should be taken into consideration is the potential for security breaches resulting from reduced direct data security oversight and inadequate IT Asset Disposition (ITAD) processes to secure the accessed data.

Adding to the risk, many team members are using personal equipment from home, perhaps due to a shortage of company-owned equipment.

The security risks of employees using personal devices for work without the proper controls are substantial. Consider these liabilities:

  • Data Risks: If an employee loses their personal smartphone or PC, the company data stored within it is at risk.
  • Malware: The potential for devices that are used for both personal and business increases the equipment's vulnerability to attack and malware.
  • Exposure to Unauthorized Cloud Services: Devices that operate outside of the enterprise's cloud environment increase data theft potential.
  • Security Breaches: Maintaining confidential company documents and contractual agreements, along with personal information, may expose the company to government enforcement or civil penalties related to data breaches.

Here are some strategies for companies to minimize the potential for data compromise and other issues while permitting employees to use personal devices while offsite.

  • Create an All-Inclusive Register of Assets

Companies may not have enough equipment, laptops, or tablets on hand to accommodate this sudden shift of employees working remotely. Lead-times for new equipment have lengthened due to the crisis, and, in some instances, companies cannot afford the additional capital expenditure to keep things running smoothly.

With each additional device operating independently in a system, the potential for a data breach, criminal intrusion, or malware intrusions increases exponentially.

The first step is to make sure all devices, company or employee-owned, are included in the company's asset register. This procedure allows for oversight and secure authentication to access internal data. Registration also enables the IT asset management personnel to remove access if an employee leaves the organization.

  • Specific Cloud Services Access

Remote access increases the need for enterprises to adopt cloud-based service access. Maintaining all information in a secure cloud format allows authorized personnel access anything from anywhere. Access is particularly important when employees are scattered about in multiple locations.

IT management should select a single cloud provider with very secure access. Even though employees may be using personal equipment, they should only operate within the designated cloud environment. The use of personal cloud services may expose essential data to outsiders.

  • Observe GDPR at All Times

General Data Protection Regulations (GDPR) are enforceable at all times for all employees, especially if they are working remotely with personal equipment. To avoid data breaches, the company should have a central control body to classify which documents and information may be accessible to specific individuals from their personal devices.

  • Sanitize Personal Equipment When No Longer in Use

Whenever company assets replace the personal equipment, each non-company device must be wiped clean of any company data or digitalized records, and access must be eliminated. Sanitizing personal equipment is essential also whenever an employee is issued a company device, returns to the workplace, or leaves the company.

All company documents and data should be carefully removed from personal desktop computers or laptops, tablets, or smartphone.

Organizations should establish clear procedures for staff to immediately clean the equipment to ensure that no sensitive company information remains.

An Ohio-based IT enterprise, thomastech LLC offers a complete menu of IT support services for new and existing clients. A proven third-party IT support and maintenance company, thomastech provides secure and reliable support worldwide, featuring:

  • Secure data and malware protection
  • Specific Cloud services
  • Sanitization of equipment no longer on the company register
  • Ongoing enforcement of GDPR (General Data Protection Regulations)
  • Remote maintenance and security updates

Contact thomastech, the Premiere Choice for Third-Party Maintenance, to Evaluate Remote Workers and Team Issues

thomastech services are scalable and can be tailored to fit your company’s specific needs and projects.

If organizations operate remotely and have extended global reach, working with a company like thomastech, a proven third-party maintenance company, to meet industry demands and keep all entities in sync and running smoothly are essential; undoubtedly, such an opportunity will save you time and money.

thomastech provides effective, secure, and ongoing IT maintenance support for companies in the U.S. and across Europe and various countries. To arrange a confidential discussion and a quality evaluation with one of our experts, visit the thomastech website or call us at (330) 225-3117.

Democratizing ITAD: Optimize Your Enterprise Resources

Over time, every enterprise reaches a point when some or all of their IT assets become obsolete; either their existing hardware or products no longer functions properly, or it must be replaced with newer equipment for improved functionality and capacity. Most foresighted business managers and top-tiered employees understand that holding onto out-of-date technology can be a recipe for failure as industry competitors become more nimble and flexible, armed with real-time, fact-based data and communications, and plausible visions and innovations for the future.


So, what do you do with your old IT equipment? The IT Asset Disposition (ITAD) industry has grown significantly in recent years as new equipment capabilities and capacities continue to increase.


Factors that contribute to the ITAD industry's growth include the:


  • Increasing awareness of the harmful environmental impact of electronic waste equipment
  • Importance of security and the elimination of data remaining on discarded equipment
  • Governmental initiatives designed to implement safe ITAD processes to safeguard the environment


The Practices and Capabilities of an ITAD Company or Business


The safe, secure, and economical disposition of electronic equipment is a critical role for and the responsibility of any IT manager or leader.


With the ever-increasing volume of discarded computers, mobile phones, and related equipment, ITAD companies are thriving by finding creative outlets to reuse or recycle them. The process also involves the assured, safe erasure of data and harvesting parts that might still have some use or resale value.


A Key Assessment: Developing Your ITAD Strategy


Larger companies and organizations make substantial investments in IT equipment. Imagine entire rooms or even floors of IT staff with desktop computers, monitors, printers, copiers, and all other accessories. The same company may have hundreds of field personnel with laptops, notebooks, and mobile phones. In five to ten years, all of this equipment will likely be replaced with newer equipment at least once.


Disposal of obsolete equipment demands a well-developed strategy by the IT manager. That individual's objective will be to achieve the best possible, lowest-cost outcome for the removal while minimizing environmental impact, security risks, and freight costs.


In some instances, the residual value of your discarded equipment may offset the cost of disposition. Demand for used equipment has risen with the work-from-home and distance learning trends that we are currently experiencing.


Begin Your Search and Discover Your Options


With ITAD, “putting all of your eggs in one basket” by working with only one company can be risky. Some ITAD companies, even larger ones, have recently discontinued their operations to focus on other activities. Their sudden demise has left clients in a costly and challenging situation of scrambling to find a replacement.


Start your ITAD provider search by asking for several Requests for Proposal (RFP) from as many potential providers as possible with the objective of retaining two or more. The RFPs should be specific to your needs and offer a clear hypothetical case for each candidate to address. A well-defined RFP gives you a clear understanding of how each ITAD company will respond to your needs.


Be careful when a company suggests “free” services. In an ideal transaction, the amount that the ITAD company receives from the resale of your used equipment and parts might offset the total cost of the transport, disposition, selling, and profit margin. These transactions may be termed revenue sharing, demanding a relationship that is totally transparent and honest.


Another ITAD vendor may promise “free” disposition but refuse to share their actual costs (and excessive profits) with you. Most likely, this company has figured out a way to turn your discarded equipment profitably without sharing the benefit with your company.


Democratizing with Multiple Vendors and Services


Once you have defined at least two ITAD vendors, give each one a similar project or program to handle. After you compare the outcomes and the resulting costs/expenses are similar, you have probably chosen well. If one is repeatedly more expensive or has posed a series of challenges than the other, you should consider reviewing a replacement candidate with better expertise and approaches.


Having more than one ITAD vendor also encourages competition. If your projects are sufficiently large to warrant special attention, you should be able to justify very competitive ITAD bids.


Create Metrics for High Performance Revenues


Along the way, create a scorecard to measure the effectiveness of each ITAD company you retain. Metrics should include:


  • Responsiveness and reaction time
  • Accuracy
  • Cost per comparable project
  • Chain of custody reporting
  • Recovered value relative to final charges
  • Total logistics and transport costs


You should also maintain a running total of comparative cost reductions resulting from the efficiencies created by your decisions.


Regionalizing ITAD


Major companies have several locations across various countries, each with varying volumes of IT equipment.


While in many instances, “globalizing” certain supply chain functions offer benefits due to economies of scale.


With ITAD, however, regionalizing or “localizing” ITAD functions is usually more cost-effective and will save you money because of the reduction in total logistics costs. Moving less equipment over shorter distances will offset most volume advantages.


Be Strategic and Probe your Provider's Knowledge


Develop your ITAD strategy carefully, keeping in mind that more than one ITAD provider will:


  • Encourage competition in cost and measurable service levels
  • Provide a “safety net” in case one provider becomes unavailable
  • Increase your IT asset disposition capacity


Maintaining a transparent, positive, and collaborative relationship with more than one ITAD provider will provide you with much-needed emergency service capabilities when you require a quick response.


ITAD, Third-Party Maintenance, and Secure IT Support Solution


Focusing on people and process, thomastech takes away the stress of enterprise hardware continuity and provides comprehensive IT support for successful businesses and enterprises worldwide. The company’s IT experts offer secure, professional, state-of-the-art support and training that allows companies to focus on their objectives while providing cutting-edge solutions and reducing IT costs.


For more information regarding the extensive third-party maintenance support that thomastech provides, visit our website and complete the brief online Contact form, and one of our dedicated professionals at thomastech will reach out to you.


You may also call us at 1-330-225-3117 to learn more about thomastech’s industry experience, packages and services.