1. Build an accurate inventory
List every asset you plan to retire: make, model, serial number, quantity, age and location. Include configuration details like CPU, memory and drives for servers and storage — they drive resale value.
A good inventory speeds up your valuation and gives you a record to reconcile against once equipment is picked up.
2. Decide what happens to data
Identify every device that holds data: servers, storage arrays, laptops, desktops, phones and even network gear with saved configurations.
Choose on-site or off-site data destruction based on your compliance requirements, and make sure you will receive a Certificate of Data Destruction.
3. Involve the right people
Bring IT, security, finance and facilities into the plan early. Finance will want to know about asset write-offs and proceeds; facilities will need to coordinate dock access and pickup windows.
4. Schedule decommissioning and pickup
Agree on a timeline that keeps production systems running until replacements are live. Confirm who will de-rack and pack equipment, and whether the ITAD partner will handle it on site.
5. Close the loop
Reconcile the final asset report against your inventory, file your data destruction and recycling certificates, and record any proceeds for reinvestment.