Choosing an ITAD Partner: 5 Criteria for Protecting Your Brand and Data

04 Nov, 2025

Choosing an ITAD Partner: 5 Criteria for Protecting Your Brand and Data

Every retired device in your company holds two assets: the company’s confidential data and its reputation. That is why making the wrong choice when selecting an IT asset disposition (ITAD) partner can cause damage that extends beyond the value of the hardware being disposed of. It can be a risky decision, but it doesn’t have to be if you have the right information. Here is a comprehensive list of criteria you must look out for when making your choice:

1. Certifications

Start by requesting third-party certifications because they verify controls you can’t see during a sales call. Certifications like R2 cover the primary facility and the entire chain of downstream vendors. This way, you can ensure that critical materials are not diverted in the later stages of the disposal process. The coverage also gives you confidence in the reuse and recycling process.

If you need stricter export rules and hazardous streams, certifications like e-Stewards require ISO 14001 and explicitly tie processors to Basel Convention controls for cross-border shipments. That linkage reduces the risk of illegal export and public backlash. To get this proof, ask for the current certificate number, scope, and audit date.

2. Verifiable Data Destruction

According to IBM, the global average cost of a data breach is about $4.4 million to $4.9 million, with U.S. incidents often higher. That makes poor data wiping a financial hazard. To avoid that, you must prioritize data destruction in your selection process, as the cost of a data breach can exceed the value of the equipment or device being disposed of. Here is what a good ITAD partner should offer you:

• Certified data erasure to NIST 800-88 with a serial-level certificate of destruction.
• Physical destruction (shred or crush) for media that cannot be wiped, with on-site options for high-sensitivity drives.
• Chain of custody with sealed containers, scan events, GPS-verified transport, and dual sign-off at handoff points.

3. Transparent Reporting

Transparency is essential, so insist on asset disposal that you can audit. A capable ITAD partner will log each device by serial number, capture condition, record the final route (reuse, parts harvest, responsible recycling), and store certificates for retrieval. To ensure transparency, mandate that your ITAD partner provide the following:

• Real-time status for collections, processing, and downstream transfer.
• Exportable inventory with serials, make/model, weight, and disposition.
• Time-stamped certificates of recycling and destruction are tied to each asset record.

4. Environmental Compliance

Regulators and the public are always monitoring e-waste flows, which is why choosing an ITAD partner that minimizes landfill use and provides legal waste handling across borders is important. In the U.S., some exports are treated differently by waste type and destination, and gaps in the process can expose your brand to backlash and penalties even when you were not directly involved in the shipping process. Your partner of choice must:

• Prioritize reuse, refurbishment, and responsible recycling for electronics.
• Perform regular on-site audits of downstream vendors and follow up on any required corrections.
• Conduct downstream checks to confirm how “focus materials” and hazardous components are handled, not just where they go.

Read our tips on sustainability reporting to help you know what to look out for.

5. Track Record and Responsiveness

Pick a team that has already handled programs at your scale because experience reduces errors you can’t afford. To find such partners, you will want to check references for data centers, multisite collections, and tight change windows. You also want clear escalation paths and named contacts who answer when shipments stall or an audit request lands.

Quick RFP Checklist You Can Use Today

• List required certifications (R2 or e-Stewards) and request current certificates with scope and audit dates.
• Require NIST 800-88 processes with validation, plus physical destruction when wiping is not suitable. 
• Demand serial-level tracking, online dashboards, and downloadable certificates tied to each asset.
• Ask for a written zero-landfill policy for electronics, named downstream vendors, and recent audit reports.
• Request three references from programs similar to your scope, including one with multi-country flows.

With Close the Loop, You Have a Partner, Not a Processor

A strong ITAD partner like Close the Loop turns the end of life of your devices from a liability into a controlled process with proof. As NIST reminds us, sanitization only counts when access to data becomes infeasible and validation raises assurance. Close the Loop adheres to that and builds the rest of your vendor scorecard around it. Connect with us today to manage your e-waste responsibly.