Business PickupOrganizational changes such as mergers and office closures are common in the business world, but they also introduce complex IT challenges. As companies consolidate systems, relocate teams, or shut down sites, one critical task that often goes overlooked is IT Asset Disposition (ITAD). Proper ITAD ensures sensitive data is destroyed, compliance requirements are met, and value is recovered from retired hardware. Without having a well-developed approach to ITAD, organizations risk costly data breaches, regulatory penalties, or unnecessary downtime.
Here, we’re sharing a practical 90-day ITAD checklist designed to support your business as it navigates high-pressure transitions.
Why ITAD matters during mergers and closures
Nearly every device holds sensitive data, and oversights during mergers or closures could leave business or customer data exposed. Properly decommissioning IT equipment protects your organization’s information from data breaches. At the same time, secure ITAD practices support compliance with regulations like GDPR and HIPAA. Failure to comply with these and other applicable regulatory standards could result in steep fines.
Further, pursuing proper ITAD practices also benefits your business from a financial and environmental standpoint. Reselling reusable assets generates revenue, while certified recycling ensures e-waste is handled responsibly. Moreover, a well-executed ITAD strategy minimizes disruption and avoids unexpected costs during transitions.
The 90-Day ITAD checklist
Day 0–30: Assessment and planning
During the initial phase of your ITAD project, you’ll need to plan how the merger or office closure will affect your assets. Which will stay in use, if any? Build a centralized, detailed list of all hardware, including servers, laptops, mobile devices, and networking gear. Be especially mindful when it comes to data-bearing devices, and flag assets requiring secure wiping or destruction.
To ensure a smooth process through every step, involve key stakeholders from the beginning. This may include IT, legal, compliance, and facilities teams. Next, select a dependable ITAD partner. Evaluate providers for certifications (R2v3, e-Stewards, NAID AAA) and the right geographic coverage.
Once you have your assets mapped and all parties involved, consider your communication strategy. You’ll want to create a plan that aligns leadership, IT teams, and staff on timelines and procedures.
Day 31–60: Execution and logistics
The second phase is when the steps you’ve been planning for begin to unfold. As an experienced ITAD provider, Quantum supports clients through the following for a seamless process.
- Secure chain of custody: Through onsite pickup, serialized tracking, and tamper-proof containers, the data on any end-of-life devices remains secure.
- Data destruction protocols: Depending on your business’s needs, you may arrange onsite or offsite wiping or shredding. Certificates of destruction can be provided as needed.
- Redeploy or resell assets: Your ITAD plan should disclose whether assets are to be reused within the organization or resold to recover value (applicable for late-model devices).
- Ensure e-waste compliance: Any assets not suitable for resale should be recycled properly to avoid environmental implications.
- Document compliance: Maintain audit-ready records for compliance and internal reporting.
Day 61–90: Validation and close-out
The final phase of your ITAD project focuses on follow-up and reporting. First, reconcile your inventory by confirming all assets are accounted for and have been properly processed. If you haven’t already done so, collect any certificates of destruction, recycling documentation, and resale summaries. If applicable, integrate your ITAD results into your business’s ESG or CSR metrics. Finally, consider documenting your insights to refine future ITAD efforts for future organizational changes.
Common ITAD pitfalls to avoid
While the guidelines above will help you navigate ITAD successfully during a merger or office closure, challenges can arise during any project. Be sure to avoid major problems by planning your ITAD project early — ideally, as soon as you have details about the closure or merger — which will help you avoid rushed decisions. As you plan, you’ll also want to think about remote or satellite offices, which may have unmanaged devices that call for special consideration.
Lastly, one of the most important aspects of a successful ITAD project is selecting the right vendor. An ITAD provider should have proper certifications, and should be able to provide all necessary documentation so you can feel confident in a secure and compliant process.
Conclusion
Mergers and office closures are moments of high risk and opportunity. By following this ITAD checklist, your organization can secure its sensitive data, maintain compliance, unlock hidden value, and minimize disruption. Treat this playbook as a roadmap for smoother transitions and stronger IT governance. Learn more about Quantum’s services and industry-specific approaches to ITAD here.