IT asset returns are complex tasks, especially during the COVID-19 pandemic. For IT asset disposition and IT asset management professional, the focus when returning the assets of home office users when they’ve reached the end of their use is on accurate disposal reporting, ensuring smooth collection, complying with legislation and protecting both business and personal data - two data types likely to be found on assets used at a home office.
Here at TES, we’ve developed many solutions ensuring ITAD and ITAM professionals experience a risk-free transition when returning and disposing of IT assets. In this blog post, we’ll explore what those solutions are and how they help.
Use these links to explore the sections of this article:
- What are the requirements for IT asset return solutions?
- Considerations and requirements for IT asset returns
- The TES solutions
What are the requirements for IT asset return solutions?
Businesses with employees currently working from home need one of the following processes:
The return of a single item from a home office user, utilizing a courier service.
This requirement will include several potential variations, such as home collection versus drop-off, provisioning a prepaid label or QR code for the user and the provisioning of packaging material.
There will also be differences in how address details are received, whether provided through batch files or individual requests.
The swapping of a new device against the device that’s to be made redundant.
Again, similar considerations will apply to this type of asset return. So what kind of considerations face ITAD professionals?
Considerations and requirements for IT asset returns
For ITAD and ITAM professionals, there are quite a few legal and logistical considerations and requirements that must be satisfied before an effective IT asset returns process can get underway. For example, there must be consideration of:
- Local and regional laws for electronic device shipping
- The provisioning of packing and shipping instructions for things such as ADR and weight limitations
- The customs requirements for different countries
- Insuring the returned device
- GDPR and other data handling regulations that may apply
There may also be internal challenges that arise, such as concerns about the capability of producing labels, the heterogeneous set-up of courier services (there may be a real lack of standard solutions available) and the provisioning of packaging.
Similarly, there will be considerations regarding a courier service. In many cases, the provisioning of packaging won't be an integrated solution provided by the courier service. You may also have to think about the effect of home office IT asset use - these assets will be non-uniform in their end-of-life and require single returns, not bulk ones. These single returns can make volume processing time-consuming.
So how can organizations in need of home office IT asset returns be able to satisfy this requirement?
The TES solutions
Here at TES, we focus on providing quality solutions that ensure compliance and efficiency. Our solutions for IT asset returns are no different - solutions in which we control the process flow, protect data and emphasize automation to reduce the manual effort required.
Solution A: Individual return requests
Our first solution for IT asset returns for home office users revolves around creating and supplying a link to a TES portal where the home office user can create a return request of their own. This option includes:
- Prepaid label for collection and/or drop-off
- A QR code for drop-off
- Packaging material
We also provide optional methods for those clients who would rather not share home office addresses, further securing personal data.
Solution B: Multiple return requests
The basic idea of our second solution is to upload the address and contact details of the home office user into our online portal. The options for uploading batch files will be available, covering the same requirements such as prepaid labels and packaging material.
Users can either download labels, QR codes and shipping instructions themselves or confirm that packaging material needs to be shipped while downloading shipping instructions.
Solution C: Swap new against old
Our third solution involves making local software available based on a barcode shipping application. The information we receive from the client will include the address of each home user that requires a new device.
The new devices will be barcoded, matched to their destination and shipped with the appropriate labels (including the label to return the old device). These labels and barcodes help each asset to be easily identified through their journey.
Being able to accurately and efficiently provide for the home office user’s IT asset needs is important. Equally important is the ability to track and maintain IT assets and the data they contain, especially as many businesses continue to work from home.
There are compliance considerations to prepare for in every stage of an asset’s lifecycle. TES is here to ensure any IT asset disposition that takes place keeps your data secure and your organization free from legislative burden or worry.
To offer more information about the importance of ITAD within ITAM practices, we recently filmed a webinar that explores the subject. Find out more about the webinar and how to get access below.
Why ITAD matters for ITAM
Complete visibility and governance of IT assets are crucial and ongoing practices, helping to reduce risk and the costs associated with poor management. ITAM professionals are looking for more ways to maintain compliance while ensuring every asset is accounted for in management and reporting.
In our webinar, you can watch and explore the considerations for asset lifecycle management, focusing on how to safely dispose of assets compliantly. To learn about this and much more, simply click the button below to gain these exclusive insights.