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, 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/software 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

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.

  • Security

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, 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 your enterprise aware of the competition and minimize the real cost of information technology.

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

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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

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 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)

In addition to the many new processes and procedures needed to secure scattered IT assets, IT Departments must make IT Asset Disposition (ITAD) activities one of their highest priorities. ITAD involves working with companies to implement 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 current situation.

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 them.

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.

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 LLC, Your Leader in Data Center Hardware and IT Asset Disposition

thomastech,  https://thomastechllc.com/, 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.


Due to the global Covid-19 pandemic, companies, governmental agencies, and other organizations have adopted work-at-home protocols for many of their employees. Ideally, these groups will adapt to such changes without any significant lapses in service level or employee performance.


With the lessons learned from this experience, some experts believe that more organizations will incorporate additional work-at-home policies in the future. 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 Coronavirus.


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.


  1. 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.


  1. 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.


  1. 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.


  1. 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, 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 each personal computer, tablet, or smartphone.


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


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  • 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

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

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