Firstbase IT Asset Disposition (ITAD) Services

Overview

Firstbase’s IT Asset Disposition (ITAD) service offers secure, sustainable solutions for managing end-of-life (EoL) equipment. We ensure data security through certified data destruction using NIST 800-88-compliant overwriting software and handle equipment recycling in line with local regulations and industry standards. 

Recycling equipment with Firstbase provides your team with: 

Verifiable destruction - At the end of the process, we provide a certificate of data erasure to confirm that all data has been securely sanitized using software compliant with NIST 800-88 standards. Devices that cannot be accessed with this software—such as those that cannot be unlocked or powered on—are physically destroyed, also in compliance with NIST 800-88 standards. The destroyed devices are then sorted into component materials, and we issue a certificate of asset destruction to verify proper handling.

Centralized management - Track each device in the Firstbase platform from the moment it’s marked for destruction to its transfer to an ITAD partner and final destruction, with archival in the platform. Certificates of Destruction (CoD) are currently sent via email outside the platform.

Sustainability - All shredded materials are securely recycled in an environmentally friendly way. At Firstbase’s discretion, items with residual value may be repurposed through secondary markets, supporting sustainability best practices and reducing e-waste.

Submitting a request

Customers can choose from these options to retire EoL equipment managed in the Firstbase app:

1. ITAD for Returns: Initiate ITAD services for assets during Returns, Replacements, or Offboarding workflows.
2. ITAD for assets in stock: Request ITAD services for items stored in our global facilities.
3. ITAD via 3rd Party: Schedule shipments or pickups from Firstbase’s global facilities with third parties, such as ITAD service providers or lessors retrieving leased equipment.

This guide explains how each option works to ensure secure disposal of your equipment.

1. ITAD for Returns 

After initiating the return, replacement, or offboarding in the platform, select the items to return and toggle on the option next to the question, “Would you like this item to be recycled and securely destroyed?”.

👉 Select this option only if you are using the Firstbase ITAD service. If you are using a third-party ITAD service, leave the toggle off and refer to the instructions in Section 3. 

Upon arrival at the warehouse, the asset will be directed to a separate sorting station for ITAD processing. 

2. ITAD for assets in your Firstbase stock 

Send an email to support@firstbase.com with a csv file containing the list of equipment (including serial numbers) for ITAD. 

Upon receipt of your email, our team will pick the relevant serial numbers and direct them to the ITAD sorting station for processing. 

3. ITAD via 3rd Party

Send an email to support@firstbase.com with a csv file containing the list of equipment (including serial numbers) for ITAD. Provide us with the delivery address, POC and any shipping instructions to coordinate the shipment with your nominated provider. 

Upon receipt of your email, our team will pick the relevant serial numbers and pack them for shipment. 

Tracking your request

We will process the request as follows:  

1. 1. Serialized, data-bearing devices (laptops, phones, tablets) will be marked for destruction in the Firstbase platform. On the Asset Management page, their status will update to Unavailable with the reason code Marked For Destruction. 
   2. Non data-bearing equipment (monitors, IT peripherals) will be recycled immediately in compliance with local e-waste regulations. On the Asset Management page, their status will update to Archived with the reason code End of Useful Life - Destroyed. The process is complete, and no Certificate of Destruction (CoD) will be issued, as the equipment does not contain data.
   3. Firstbase will schedule a pickup or shipment to the ITAD vendor for all data-bearing devices (now picked & packed and Marked For Destruction at our facility). Our decommissioning schedules and SLOs for each region are shown below: 

4. The ITAD vendor will then take custody of the equipment from Firstbase.
   1. If using Firstbase’s ITAD service, the status of the device(s) will remain as Unavailable in the Asset Management page, but the status reason will now display as Out For Destruction 
   2. If using your own 3rd party service, the status of the device(s) will be Archived, and the status reason will now display as End of Useful Life - Destroyed. The process is complete (CoD to be provided by client’s external ITAD service, not by Firstbase). 

5. Within the SLO, Firstbase will share a CoD with you and your team via email, detailing the serials decommissioned and the NIST-approved data destruction methodology used. Once the CoD is issued, the status will change from Unavailable to Archived, and the status reason displayed in the asset management page will change from Out For Destruction to End of Useful Life - Destroyed. CoDs are stored in a Firstbase cloud server for retrieval if needed at a later date. 

FAQ

Is Firstbase’s ITAD/data destruction process NIST-approved? 

Yes, Firstbase’s ITAD process meets or exceeds the NIST 800-88 guidelines for data destruction in all regions where we offer ITAD services. In the US, NIST 800-88 now supersedes the older DoD 5220.22-M guidelines, which our process also complies with. Our ITAD service capabilities in each region are summarized below.

Is there a fee for this service? 

Yes, whether using Firstbase’s ITAD service or your own 3rd party service, we charge the same fee for End of Life Processing. Please refer to your order form for your contracted rates. Our standard rates are shown below for each region:

Price includes the cost to pick, pack and coordinate transfer of custody from Firstbase to the ITAD vendor. When using Firstbase’s service, data erasure, hardware shredding (when applicable) and Certificate of Destruction (CoD) are also included. 

Does Firstbase offer any value recovery, buyback, trade-in, or donation options? 

No, at this time we do not offer any of these services. 

I have locked or damaged devices in stock with Firstbase that I want to recycle, rather than repair or unlock. How do I communicate that to Firstbase? 

There are 4 scenarios where ITAD services are initiated. This content is geared toward guiding customers through scenario 1 (requests for ITAD services); however, the decommissioning process described here applies to all 4 scenarios.

I have assets in my office that can be recycled. Can I schedule a collection? 

We are not able to arrange bulk collections of existing IT assets from 3rd party or office locations for disposal at this time. Firstbase can provide ITAD services only for equipment stored in, or being returned to, our global facilities. We do not recommend shipping us EoL equipment in bulk that you do not expect to redeploy, since those devices will be subject to both our Legacy Equipment Intake Fee and ITAD Processing Fee. 

Does Firstbase erase the data from my device before shipping to a 3rd party ITAD service? 

All data is wiped from previously used devices when they first arrive at a Firstbase facility (see Firstbase Policies for more details on our standard returns and intake processes). This first pass wipe is done using the OS feature for Windows devices and Apple configurator for MacOS before departing our facility to the ITAD vendor. If we are unable to wipe the data from a device (either because the device is locked or fails to power on), you will be informed by our support team in accordance with our standard repairs and locked device processes (see Firstbase Policies). At that time you can provide us with instructions for how you would like us to manage the device(s). In some regions, including the US, Firstbase can offer physical hardware shredding for locked/failed devices (NIST-approved process).