How CDW IT Asset Disposition Services (ITAD) Can Transform Higher Education

At its core, IT asset disposition (ITAD) is the process of responsibly managing and disposing of IT equipment. This includes securely wiping data, recycling electronic waste and repurposing or reselling devices to extend their lifecycle.

As campuses are swarmed with digital devices — from computers in labs to loaner devices to university-owned laptops — IT managers must grapple with storing old IT assets when they get swapped out with new ones. All these devices have data on them that must be destroyed responsibly or else institutions can encounter data breaches or face serious consequences.

Implementing ITAD strategies not only addresses this issue but also aligns with the sustainability goals that many institutions strive for.

Instead of stuffing old hardware in the back of storage rooms, IT teams can utilize a trusted IT partner like CDW to streamline operations, safely remove sensitive data from equipment, reduce waste and maximize the return on their existing investments.

Higher education institutions can benefit greatly from CDW’s complete lifecycle refresh asset disposition services during the mid-lifecycle management phase. This involves handling devices when someone leaves the university, changes roles or needs a computer swap due to getting a new device while the old one is still usable. It involves the responsible recycling and disposal of personal computers, tablets, workstations, servers, network equipment and associated peripherals.

Universities often call CDW for ITAD (IT asset disposition, not destruction) when we need to retrieve hardware from its current location, whether from someone's home or a large quantity from a single site. We provide customers access to a portal where they can view details like serial number, make, model, build and condition of the hardware. The condition determines the device's next steps, meaning it will either be repurposed, resold or destroyed.

This process helps universities manage their IT assets effectively, ensure data security and recover value from older devices. It provides a flexible solution for handling equipment throughout its lifecycle, from acquisition to disposition, while maintaining compliance with data protection regulations.

By leveraging CDW’s ITAD services, educational institutions can:

• Reduce electronic waste: Educational institutions generate vast amounts of electronic waste. ITAD ensures that old devices are recycled or repurposed, thereby reducing the environmental impact. Proper asset disposal and recycling of IT assets prevent harmful materials from ending up in landfills, conserving valuable resources.
  
  
• Enhance data security: Data breaches are a significant concern for higher education institutions. Information stored on retired hard drives is often the cause of data breaches and fines. ITAD services include proper data destruction such as secure data wiping, which guarantees that all sensitive information is completely erased before devices are disposed. This is crucial for compliance with federal regulations regarding the release of medical information and credit-related records.
  
  
• Maximize ROI: Repurposing or remarketing retired assets helps recover some of the initial investment. Colleges and universities enjoy having this benefit because when devices get resold, they can come back as a credit from CDW, which can be used toward hardware, a service or software.
  
  
• Ensure compliance: EPA-approved disposal helps higher ed institutions remain in compliance, in addition to U.S. Department of Defense (DoD)-compliant erasure services in full support of government standards.
  
  
• Logistics support:  Our turnkey logistics services offer quick and efficient removal of equipment from client facilities.
  
  
• Extending device lifecycles: Rather than discarding old devices, ITAD allows institutions to reuse or resell them. This practice extends the lifecycle of IT assets, contributing to a circular economy and offering financial returns that can be reinvested into the institution.

Implementing ITAD may seem daunting, but with a structured approach, it can be seamlessly integrated into your institution's operations.

Step 1: Evaluate Your IT Assets

The first step is to assess the state of your IT assets. Determine which devices are nearing the end of their lifecycle and are candidates for disposition. This evaluation should include an inventory of all hardware, noting the condition and potential for reuse or resale. For example, we grade hardware on a scale of A to D. Grades A, B and C mean the device still has life or value, while D typically means it's slated for destruction.

Based on the university's standards, they determine which grade levels are suitable for reuse. A and B grade devices might be reimaged using an ISO file and stored indefinitely in a partner-branded facility with CDW oversight. These can be redeployed anywhere in the U.S., often used for loaner devices, student interns or grad students.

C-grade machines, while not suitable for reuse within the university, still have value. We remove identifying marks and resell these devices through various channels, including Amazon and eBay. The proceeds come back as a CDW credit, which can be used for hardware, software or services. Universities appreciate this method because it allows them to retain and use the funds, unlike when checks go back into the general budget.

Step 2: Partner With Certified ITAD Providers

Partnering with certified ITAD providers ensures that the disposition process aligns with industry standards and regulations. For example, CDW partners with Procurri, AnythingIT and Sprout, all of which hold the highest certifications in the industry with 20+ years of experience in ITAD.

Step 3: Secure Data Wiping

Before any device is repurposed or resold, ensure that all data is securely wiped. This step is critical for protecting sensitive information and maintaining compliance with data protection laws. After grading the asset’s condition using the CDW ITAD services, we perform a NIST-compliant DoD level data wipe, which meets medical privacy regulations. This is crucial for medical schools and institutions with protected health information on their machines. We provide a serialized certificate of data erasure for everything.

Step 4: Redeployment of Assets

Consider redeploying usable devices within the institution. For instance, a computer no longer suitable for a lab might work perfectly for administrative tasks. This approach maximizes the utility of each asset and saves costs.

Step 5: Remarketing and Recycling

For devices that cannot be redeployed, explore remarketing options. Selling retired IT assets can recover some of the initial investment. Recycling should be the last resort, ensuring that even outdated or irreparable devices are disposed of responsibly.

Colleges and universities will soon face Windows 11 compatibility issues with their old equipment. They'll need to replace these devices quickly. The sooner CDW can recover these assets, the more money institutions can get for new purchases.

Waiting decreases hardware value. Some countries aren't rushing to Windows 11, so CDW can still sell these devices for a good price. Once Windows 11 releases, the market will be flooded, reducing value.

CDW is urging customers to give us their old devices immediately when refreshing. Don't keep them for months — they're worth more now than later. CDW can help turn these devices into cash for you to support your growth and progress.

By following best practices and leveraging certified ITAD services, universities and colleges can significantly reduce their environmental impact, enhance data security and maximize the return on their IT investments.

As a brand-agnostic partner, we will take back your assets no matter who you purchased them from and ensure no student data is compromised or shared.

It’s easy to get started. For institutions ready to take the next step, talking to a CDW expert today can provide tailored solutions that align with specific needs and goals. Transform your campus with sustainable IT practices and get the sense of security you need.