IT asset relocation involves moving your IT equipment, such as PCs, laptops, servers, data centre gear, etc., from one location to another. No matter the size, every company faces the same dilemma regarding IT asset relocation: Where do you turn when your technology needs to be moved?
The prospect of transferring IT assets to another location can be overwhelming. This is due to the number of logistical and financial factors that need to be considered to ensure that the move happens as seamlessly as possible and with minimal disruption to the business.
The logistical and financial factors need to be considered to ensure that the asset relocation takes place as seamlessly as possible and with minimal disruption to the business.
Often, IT asset relocation leaves some equipment obsolete or redundant; you must also make a plan to dispose of these assets. To help simplify this process, there are 10 important considerations that every company should take into account when choosing an IT asset relocation provider.
1. Service and Support
The level of support you get from the relocation provider makes all the difference between the success and failure of this process. The service provider's support is crucial in inventory, security, logistics, and transition management tasks. You need to know that your IT assets are being taken care of by a reliable partner with experience moving similar assets.
Your service provider is crucial in ensuring your business suffers minimal disruption. Therefore, choose a company with knowledgeable staff members who are easy to contact via phone or email anytime. They should offer 24/7 customer support so you can reach them even when hours of operation overlap into late evenings or weekends.
2. Credible Data Security Planning
You shouldn't overlook the need to maintain proper data security when relocating IT assets. The IT asset relocation provider must have sufficient resources and experience to provide storage, encryption, backup, and disaster recovery services.
One concern should be what to do with obsolete and redundant equipment. How will the relocation provider ensure its data is protected from unauthorised access? They should present a credible data destruction plan, including wiping drives and hard disks so that all data are permanently removed and destroyed.
Suppose you don't want total destruction of the equipment. In that case, they should show how it can be disposed of sustainably by responsibly recycling or disposing of items per applicable laws. Additionally, they should demonstrate their commitment to safety and environmental protection by outlining policies that cover proper packaging, handling, transport, and disposal of electronic waste generated during the relocation process.
3. Size of Your Company
A small company may need help transitioning the few dozen devices they own, while a larger company might have thousands. Every business, regardless of size, must communicate its business objectives and desired outcomes for a potential partner or vendor to understand best what is needed to offer the most qualified service for your needs.
Your IT asset relocation partner must show that they can handle projects of any size. They must have the resources, including qualified technicians for disassembly and assembly, adequate vehicles to move the assets, and storage facilities.
4. How Assets Are Shipped (Logistics)
When deciding how to move assets from one location to another, it is important to ensure that the process is streamlined, so the move doesn't stop company productivity. This can be done by selecting a shipping company specialising in logistics and understanding each client's needs and requirements.
When deciding how to move assets from one location to another, it is important to ensure that the process is streamlined, so the move doesn't stop company productivity.
Data security should also be taken into consideration during this decision-making process. There are ways for criminals to intercept data or steal information if the data is not properly encrypted or not encrypted at all. By taking these precautions into account before selecting a provider, companies can ensure their sensitive data remains secure throughout the IT asset relocation process.
5. Experience
How many other relocations have the provider handled before, and how large were they? Experience plays a big part in this process because unexpected scenarios can happen, and the provider must know how to react.
For example, what is their plan if the equipment were to be physically damaged on the way? Your provider must be capable of handling any situation that may arise during the relocation process. They should be experienced in negotiating contracts with different players, including carriers and technology providers. To ensure your move goes smoothly from start to finish, you need an experienced provider!
6. Specialised Resources
IT asset relocation differs a lot from the normal relocation like you would when moving office furniture. For example, when moving a data centre, you could consider the floor space available in the new location and how much power will be required for computer equipment and cooling systems to operate properly. But you also need know-how for hardware integration, software licensing transfer, and installation or configuration management for all existing systems at both locations.
7. Turnaround Time
The turnaround time determines how fast you can resume operations. You want to ensure that the company's estimated turnaround time is realistic for your business needs. In many cases, it's best to have a guarantee in place if they cannot complete it within this time frame. You should also consider any fees for expedited service or anything related to urgency or priority.
Ensure you are clear on who pays for expedited service requests (e.g., an emergency). For example, does the customer pay additional costs for such requests? Does an additional fee apply if it falls outside of normal hours? What happens if something goes wrong during shipment or transit?
8. Pricing
Companies don't always realise the full costs of IT asset relocation can be. The costs include packing and transportation, data security, disposal of older equipment, and professional services. To minimise these expenses, it's best to work with a reputable IT Asset Disposition (ITAD) provider who will help your company with the process from start to finish.
9. Support in Case of Special Requirements
How well can the relocation provider meet special needs? For example, if you want to donate your obsolete IT equipment after data wiping, do they have the technology to sanitise drives completely? Consider your special needs and ask how your relocation provider will meet them.
10. Ability to Customise Services
The last thing you want is to pay for something and not get what you need. Therefore, find out if the company will do customisation that suit your needs. Ask about packing and whether it's included in the price or if you must pay separately. Also ask about data erasure services, distribution services, handling all of your regulatory compliance work, and so on.
Find out if the company will do customisation that suit your needs. Ask about data erasure services, distribution services, the handling of all regulatory compliance work, and so on.
Conclusion
A well-thought-out IT asset relocation plan can bring big benefits, including higher productivity, lower costs, higher energy efficiency, and better observation of environmentally sustainable practices. Partnering with the right IT asset relocation provider gives a higher guarantee your plan will go smoothly. They will ensure your assets, including data, are well-protected. Get in touch with an IT assets relocation provider to discuss your relocation plan for a better guarantee of success.
We Have Your Back
Our secure IT asset disposal services provides the dependable solution you need for your e-waste and end-of-life asset needs. Our team applies safe and sustainable steps that are regulatory-compliant at every stage of the process.
From the point of collection, auditing, shredding and/or wiping to remarketing and/or donating your IT assets, you can be sure with our end-to-end services that we take your security seriously.
We have coverage against the loss of or damage to your goods during transportation. This includes marine cargo shipment from the ports to the warehouses
Our professional team of asset removers ensure your devices are packed safely into our vehicles which are also equipped with GPS-tracking systems. We have armed our warehouses with fingerprint-only access complete with security alarms and 24/7 CCTVs in place
Our reach spans across the globe through our networks of partners and vendors. Wherever your business is based, you can leverage our worldwide network and we would be happy to assist you throughout your ITAD journey
SPW is Asia's go-to solutions provider for data destruction, data erasure, IT asset remarketing, and environmentally-responsible IT asset disposals. Contact us and learn how you can incorporate an ITAD strategy into your business today.
