Preparing for Your On-Site Data Destruction Service: A Checklist for IT Managers

A successful on-site data destruction engagement is a partnership. While our team brings the certified equipment and expertise, thorough preparation by your IT department ensures the process is seamless, efficient, and completed with minimal disruption to your operations. A well-planned engagement maximises the value of our time on your premises.

This checklist is designed for IT Managers and Operations teams to help you prepare for our arrival, ensuring a smooth and secure service delivery from start to finish.

1. The Asset Inventory: Know What You're Decommissioning

A clear and accurate inventory is the foundation of an auditable decommissioning project. Before our arrival, please prepare:

• A Master List: A spreadsheet detailing the assets to be processed. Ideally, this should include the asset type (e.g., Laptop, Server HDD, Loose SATA Drive), make, model, and serial number.
• Physical Tagging (Optional but Recommended): For large projects, physically tagging each device with a corresponding ID from your master list can greatly accelerate the verification process.
• Data Backup Confirmation: Ensure that your team has formally signed off that all necessary data from the target assets has been successfully migrated or backed up according to your internal policies.

2. The Physical Environment: Prepare the Staging Area

To ensure maximum efficiency and security, please designate and prepare a suitable on-site location for the service.

A consolidated staging area prevents our team from needing to search for assets across multiple offices or floors, saving significant time and reducing the risk of a device being missed.

• Consolidate All Assets: If possible, gather all assets to be processed into a single, secure, ground-floor room or staging area. For PCs and laptops, please provide the necessary power adapters alongside the units.
• Ensure Clear Access: Our equipment is portable but requires clear, unobstructed access from our vehicle to the staging area. Please ensure pathways, elevators, and doorways are clear.
• Provide Power Access: Our erasure systems require access to standard, stable power outlets. Please ensure adequate power is available in or near the staging area.

3. The People: Designate Your On-Site Contact

Clear communication is key. Please designate a primary point of contact from your team who will be available on the day of service.

• Primary Contact: This person will be responsible for providing our technician with access to the site and assets, and for the final sign-off.
• Security or Compliance Witness (Optional): Your organisation may require a security officer or compliance manager to witness the process. Please inform us beforehand so we can accommodate them and ensure they can co-sign the Certificate of Destruction for your internal records.

By taking these preparatory steps, you help us deliver the most efficient, secure, and professional service possible. It ensures our time on-site is focused purely on the critical task of destroying your data, providing you with maximum value and absolute peace of mind.