How do I manage IT asset disposition from the warehouse?

The ITAD Center allows you to securely dispose of IT equipment that's currently stored in a Firstbase warehouse. You can request data destruction, recycling, or resale services for eligible assets, track the progress of your requests, and download compliance documents like Certificates of Destruction and Settlement Reports.

Important: This feature is only available for assets that are already stored in a Firstbase-managed warehouse. You cannot include assets from your office or employee locations in disposition requests.

Accessing the ITAD Center

After logging in to your Firstbase account, you'll find the ITAD Center in the left navigation panel.

1. Click ITAD Center in the left navigation menu
2. You'll see two main sections:
   • Eligible Assets - View all warehouse assets available for disposition
   • Requests - Track and manage your disposition requests

Finding Eligible Warehouse Assets

Before creating a disposition request, you need to identify which assets in the Firstbase warehouse are eligible for processing.

Accessing the Warehouse Asset Inventory

1. Click ITAD Center in the left navigation panel
2. Click Eligible Assets from the sub-menu
3. You'll see a table listing all assets belonging to your organization that are currently in the warehouse

Understanding the Eligible Assets Table

The asset table displays the following information for each eligible asset:

• Product - Product image, vendor name, and product title
• Serial Number - Unique serial number of the device
• Warehouse - Which Firstbase warehouse location currently holds the asset
• Status - Current deployment status (Available or Unavailable)
• Renewal Date - The asset's renewal date
• Condition - Physical condition status of the asset
• Est. Max Value - Estimated maximum resale value (beta feature)

Using Search and Filters

Use the search bar and filters to narrow down your asset list:

• Search - Search across all asset fields
• Status - Filter by deployment status (Available or Unavailable)
• Condition - Filter by physical condition status
• Warehouse - Filter by specific warehouse location
• Category - Filter by asset type (eligible categories only)
• Brand - Filter by manufacturer

Selecting Assets

To create a disposition request:

1. Use the checkboxes to select one or more assets from the table
2. Click the New ITAD Request button at the top of the page
3. The selected assets will be included in your disposition request

Tip: You can select assets across multiple pages. The system will remember your selections as you navigate through the table.

Creating a Disposition Request

Once you've identified the assets you want to dispose of, you can create an ITAD request through a simple two-step process.

Step 1: Review Selected Assets

1. From the Eligible Assets page, select the assets you want to include using the checkboxes
2. Click the New ITAD Request button at the top of the page
3. Review the selected assets grouped by warehouse location
4. Remove any assets you no longer want to include (optional)
5. Click Continue to proceed to the next step

Note: If you select assets from multiple warehouse locations, the system will automatically create separate ITAD requests for each warehouse due to different processing timelines.

Step 2: Review and Submit

Before submitting your request, you'll see a summary that includes:

• Warehouse location(s)
• Selected products (grouped by category)
• Total expected net value (estimated based on current market conditions)

To complete your request:

1. Review all asset details carefully
2. Check both required confirmations:
   • "I confirm that all details in my ITAD request are correct"
   • "I confirm that all devices in this request have been unenrolled from remote management systems"
3. Click Submit Request

After submission, you'll receive a confirmation and can track your request in the Requests section.

Important: Make sure all devices have been unenrolled from MDM (Mobile Device Management) or other remote management systems before submitting. This ensures smooth processing of your ITAD request.

Tracking Your Request

After submitting a disposition request, you can monitor its progress through the Requests section. Each request moves through defined statuses that indicate where it is in the disposition lifecycle.

Accessing Your Requests

1. Click ITAD Center in the left navigation panel
2. Click Requests from the sub-menu
3. You'll see a list of all your ITAD requests with their current status

Using Search and Filters

The Requests page provides several ways to find specific requests:

• Search - Search by request ID, serial number, or inventory ID
• Tabs - Filter by All, Pending Action, or Completed requests
• Sort - Sort by Request Date, Request ID, Warehouse, or Resale Value
• Filters - Filter by Status, Warehouse, Documents (CoD, Settlement Report), or Source

Request Status Lifecycle

Your request will move through the following statuses:

• Pending Data Destruction - Request has been submitted and is queued for data destruction processing
• Requires Action - One or more assets are still enrolled in a remote management system (MDM). You must unenroll them before processing can continue
• Awaiting Recheck - Assets have been marked as unenrolled and are being verified by our team
• Pending Settlement - Data destruction is complete. Assets are being evaluated and settlement report is being prepared
• Completed - All processing is complete. Documents are available for download
• Cancelled - Request was cancelled before processing completed

Viewing Request Details

Click on any request to view detailed information:

• Request ID and current status
• Created date, warehouse location, and submitted by
• Available documents (Certificate of Destruction, Settlement Report)
• Total estimated or settled value
• Complete list of assets included in the request with their individual status

Handling "Requires Action" Status

If your request shows "Requires Action" status, it means some assets are still enrolled in a remote management system (like MDM, Jamf, Intune, etc.). To resolve this:

1. Open the request details page
2. Review the list of assets that require unenrollment
3. Unenroll the devices from your MDM or management system
4. Click Mark as unenrolled for individual assets, or Mark all assets as unenrolled to update all at once
5. The request status will change to "Awaiting Recheck" while our team verifies the unenrollment

Tip: Make sure to actually unenroll devices from your management systems before marking them as unenrolled. Our team will verify this, and assets that are still enrolled will be flagged again.

Downloading Compliance Documents

Once your ITAD request has been processed, you can download compliance documents directly from the request details page.

Available Documents

Depending on the request status and processing stage, you may have access to:

• Certificate of Destruction (CoD) - Available after data destruction is complete. Certifies that data-bearing assets were securely destroyed according to industry standards
• Settlement Report - Available after all assets have been evaluated and settled. Provides detailed information about the final value and disposition outcome for each asset

How to Download Documents

1. Navigate to ITAD Center Requests
2. Click on the request you want to view
3. In the request details page, look for the Documents section in the metadata row
4. If documents are available, you'll see badges indicating which documents are ready (CoD and/or Settlement Report)
5. Click the Download button
6. Select which document(s) you want to download from the modal
7. Click Download to save the documents to your computer

Document Availability Timeline

• Certificate of Destruction - Typically available after data destruction processing is completed and the request reaches "Pending Settlement" or "Completed" status
• Settlement Report - Available once all assets have been evaluated and the request reaches "Completed" status

Important: We recommend downloading and archiving these documents to your organization's internal document management system. These documents may be required for compliance audits and financial reconciliation.

FAQs

Which assets are eligible for Warehouse ITAD?

An asset is eligible for Warehouse ITAD when all of the following conditions are met:

1. SKU Category must be one of: Computers, Mobile Phones, Drawing Tablets, Tablets, or External Hard Drives all other categories are excluded.
2. Deploy Status must be Available , Unavailable, all other deploy statuses are excluded.
3. Deploy Reason can be any valid reason except: Data Hold, Out For Repair, Marked For Destruction, In-transit, Pending Fulfillment or Recycling Requested.
4. HaaS Status must be non HaaS. Any asset under a Hardware-as-a-Service agreement is excluded.

How do I know which assets are in the warehouse and available for disposition?

Navigate to ITAD Center Eligible Assets in the left navigation. All assets displayed in this list are currently stored in a Firstbase warehouse and available for disposition. If an asset is missing, contact Firstbase Support.

Can I edit a request after submitting it?

No. Once submitted, the request enters the processing workflow and cannot be modified. If you need to make changes, contact Firstbase Support.

What is RMS enrollment and why is my request stuck in "Requires Action"?

RMS (Remote Management System) enrollment refers to devices that are still managed by systems like MDM, Jamf, or Intune. If your request shows "Requires Action" status, it means some assets are still enrolled and need to be unenrolled before processing can continue. Unenroll the devices from your management system, then mark them as unenrolled in the request details page.

How long does the disposition process take?

Since assets are already in the warehouse, there is no logistics delay. After you submit a request, processing typically takes 5-15 business days depending on the volume and whether any assets require unenrollment from remote management systems.

When will my Certificate of Destruction be available?

The Certificate of Destruction (CoD) is typically available after data destruction processing is completed. You can download it from the request details page once the request reaches "Pending Settlement" or "Completed" status.

When will the Settlement Report be available?

Settlement Reports are available once all assets have been evaluated and the request reaches "Completed" status. This typically occurs 15-30 business days after data destruction is completed.

Can I cancel a request?

Requests can only be cancelled before processing begins. Once data destruction has started, cancellation is no longer possible. Contact Firstbase Support if you need to cancel a pending request.

How long are my documents stored on the platform?

Certificates of Destruction, Settlement Reports, and request records are retained for 7 years from their issuance date. We recommend downloading and archiving them to your internal systems as backup.

What happens if I select assets from multiple warehouses?

The system will automatically create separate ITAD requests for each warehouse location due to different processing timelines. Each warehouse location will have its own request ID and status tracking.

Why do I need to unenroll devices before disposition?

Devices must be unenrolled from remote management systems (MDM, Jamf, Intune, etc.) before disposition to ensure secure data destruction and prevent remote lock or wipe commands from interfering with the processing.