Installing new servers, laptops, and cloud computing systems is a massive undertaking, and companies tend to be very detailed and granular during both the planning and implementation phases. Historically, however, when the time came to retire that same equipment, many companies did not take the same care. Decommissioned hardware idled in racks, languished in closets, or was passed to other vendors with little oversight.
That lack of care came with risks, and those risks are even greater today. There are two hidden costs associated with companies treating IT decommissioning as an afterthought. The first is creating a security risk because sensitive data often remains on drives and devices. The second is failing to capitalize on the value of those devices because retired assets still hold resale or recycling value.
IT decommissioning is an essential part of the IT asset lifecycle, and there’s a way to turn those hidden risks into a measurable return.
Why IT Decommissioning Matters
IT decommissioning isn’t just “getting rid of old equipment.” It’s the essential first step in an IT asset disposition (ITAD) cycle. In addition to decommissioning, a proper ITAD strategy includes data protection solutions, data destruction, device repurposing, and environmentally responsible recycling.
While ITAD is the management of the full end-of-life cycle, decommissioning is the initial stage that determines whether data, equipment, and materials are handled safely or exposed to unnecessary risk. Every piece of retired technology holds valuable data, even if it seems obsolete. If this data falls into the hands of bad actors, it exposes companies to serious confidentiality breaches, reputational damage, and regulatory fines. Implementing data breach protection practices during decommissioning helps prevent these incidents.
What is Data Destruction?
Data destruction is the process of permanently eliminating data from drives and devices so it can never be recovered. True data destruction eliminates the possibility of recovery through multi-pass overwriting, cryptographic erasure, or physical methods such as shredding. These methods verify that data has been permanently removed. Combined with strong data breach protection, they form the foundation of modern data protection solutions.
Six Ways a Decommissioning Strategy Turns Risk into Return
When IT decommissioning is part of the plan, what was once an afterthought becomes an ROI opportunity.
- Cost avoidance. If data from decommissioned IT equipment isn’t properly wiped, it can cost millions in recovery efforts, regulatory fines, and damage control. According to IBM’s “Cost of a Data Breach Report 2025,” the average data breach incident costs $4.4 million. Interestingly, there has been a 9% drop in this cost over the past year. The reason for the decrease? Security and streamlined processes. The companies that see lower costs are the ones that manage the entire IT asset lifecycle, including secure end-of-life IT decommissioning and robust data breach protection.
- Value recovery. Retired assets still hold value. By integrating resale, remarketing, and refurbishment directly into the decommissioning workflow, organizations can turn end-of-life equipment into recovered value that can help offset costs and fund future upgrades.
- Operational efficiency. Partnering with a single certified ITAD provider simplifies logistics, reduces vendor overlap, and helps streamline project timelines. Having one clear process means everything is tracked, everyone knows their role, and all equipment is handled safely from start to finish using trusted data protection solutions.
- Brand protection. Showing that old equipment and data are handled safely builds trust with customers, partners, and regulators. When companies can show documentation that proves their data is securely destroyed, it confirms they take security seriously.
- Sustainability. Recycling and reusing old technology keep it out of landfills and helps the environment. This also supports a company’s environmental, social, and governance (ESG) goals, which are standards many companies use to measure their impact on the planet while striving to be ethical and accountable.
Predictable budgeting and risk management. When decommissioning is a planned budget line, it becomes easier to forecast costs, manage vendors, and avoid last-minute surprises.
Here’s how to make IT decommissioning part of your regular IT strategy.
1. Make decommissioning part of the IT plan and budget
- Start early. Include decommissioning costs in your IT budget from the start of each asset’s lifecycle, just like you plan for maintenance and upgrades.
- Assign clear owners. Make sure that senior leadership understands the importance of decommissioning and that it is easy for them they coordinate across departments.
- Link it to risk management. Treat decommissioning as part of the entire organization’s data protection solutions and compliance strategy, not just operations.
- Review regularly. Your IT management plan requires regular updates or quarterly risk reviews, and the decommissioning plan needs to be part of this process.
2. Plan for the full IT equipment lifecycle
- Track every asset from the moment it’s purchased until it’s fully retired.
- Forecast how many devices will reach end of life each year so you can plan schedules, staffing, and costs ahead of time.
3. Choose the right partner
- Work with a certified ITAD provider that offers end-to-end data destruction.
- Require proof of data destruction, detailed audit trails, and clear chain-of-custody documentation.
- Rather than juggling multiple vendors, find single partner who can manage everything from packing to resale and recycling.
4. Use the right destruction method
- Some equipment needs onsite data destruction, while other assets can be securely destroyed offsite at a certified facility.
- A flexible program combines both options for efficiency and compliance.
- Find a partner that includes onsite inventory, secure pickup, and either onsite or offsite destruction handled by trained, verified professionals.
5. Keep detailed records
- Document every asset and every step of destruction.
- Keep certificates of destruction, audit logs, and proof for compliance reporting.
- Third-party audits help verify that your data protection solutions are working as intended and that data was destroyed completely.
When decommissioning is built into the IT lifecycle, it turns end-of-life equipment from a risk into a return.
mender helps organizations design and manage decommissioning programs that are secure, documented, and cost-effective from start to finish, with value recovery built in.
Are you ready to discover how much a planned decommissioning program could save your organization? Reach out to mender and start a no-obligation decommissioning assessment to learn how a proactive approach can protect your data and your bottom line.
