IT Asset Management, what is it?
In the early days of running a business, costs are one of the biggest concerns to growing a successful company. Keeping costs down can make or break a budding business. As a company grows, it will acquire equipment and crucial software in order to manage and deliver services to its customers. Essentially, the IT asset management definition encompasses a plethora of technologies that a business needs in order to achieve this. Some smaller operations opt to use a very basic system, where they manually add, update, and remove assets from a spreadsheet. This can be serviceable if you have a very small setup with very few devices, but it could get complicated very quickly. In a lot of these instances, the IT asset management gets forgotten. Larger companies will use some form of IT asset management software that documents when and where an item is at any given time. More advanced setups are now using tracking devices, like Apple air tags, so they can locate a device at any time.
What equipment is classed as IT assets?
Computers
Starting with the most common IT asset, computers are essential to digital record keeping, payroll, accountancy, design, and everything in between. Computers used in most businesses run on either Windows or MacOS operating system architecture. For more specialist industries, such as cyber security, they may use a Unix based operating system. Unix operating systems are usually called Linux, and there are several distribution versions of Linux. You would most likely see a Linux OS being used on servers. The term computer could be used for any device that has certain components in them, and use a digital interface to interact with them.
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Laptops
A more convenient option to a computer, laptops are designed to be a portable option for companies that need flexibility. They are prebuilt with a screen, keyboard, and mouse track pad; meaning you need to carry less around with you. Some businesses have employees working on the road, or now they allow work from home. IT asset management is particularly important for laptops, as they could be anywhere at any time. If a laptop device was lost or stolen, you can use IT asset management software to see who last used it and where.
Servers
Not every business has an onsite server, with a lot of services being moved to a cloud-based solution. Servers act like a centralised hub that other devices on the network can access private information. These are the most important machines when it comes to data security. When the hard drives are recycled, they need to be erased, and destroyed, so no data can be obtained.
Monitors
The display that plugs into a computer in order to interact with it. The monitor is a screen that takes information from the computer, and arranges them in a user-friendly way. Monitors come in different sizes and screen resolutions; monitors made for designers offer more true tone colours. The materials used in monitors are toxic, and need to be disposed of appropriately. If they go to landfill, then there is the inevitable situation that these toxic chemicals escape.
Printers and scanners
Some offices rent their printers and scanners, whereas companies that use them a lot, will buy them. Printers are used to create a hard copy of a document, although companies are moving to a greener way of working, there are still some documents that have to be printed. Scanners are great for making copies, or taking a hard copy of a document and digitising it. The commercial versions of printers and scanners can be very expensive, which is why many rent them. IT asset management is important, as if the machines go missing, you will need to locate it or pay for it.
Mouses and keyboards
The most common input devices, a keyboard and mouse are the main way a user interacts with a computer. They come as wired or wireless, some have extra function keys, but they all fundamentally do the same job. Although, not usually the most expensive piece of equipment in the office, they are also most likely to be replaced due to loss or damage.
External drives
USB drives and external hard drives are used for additional storage, and a convenient way to transport important documents on a compact device. Most external storage devices use high speed flash memory, as there are fewer moving parts than the older spinning disc drives.
Networking equipment
Network equipment encompasses a number of technologies, such as routers, Wi-Fi hotspots, switches, and historically modems. This equipment is used to connect devices in a workplace together, and grant access to the internet.
VoIP phones
With the analogue phone lines being shut off, every business will eventually have to use an internet-based phone. VoIP stands for voice over internet protocol, also known as voice over IP. The handsets are connected directly to the internet and allow for more than one phone on the same line. They also make it easier for your team to transfer calls. If your business has unwanted phones Concept Management can dispose them off you correctly and safely.
Cabling
A broad term, but cabling can be power leads, HDMI cables, display port cables, USB cables, ethernet and other network cables, and, many others. The cables are essential for connecting all your other devices together. They contain some precious metals that are ideal for recycling.
What is IT asset management?
Knowing where every asset you have can become complicated, the more equipment you add to your business. IT asset management is the system in place to keep track of every device you have, and to ensure they are being used properly. Keeping track of when an asset last received maintenance, if it has been or needs to be upgraded, and whether it needs to be recycled. Managing assets, you no longer use, is just as important as the ones you do use. You may have computers that have sensitive data on them, and they haven’t been used for a while. Without proper IT asset management in place, that computer could be anywhere, which could be a breach of GDPR and other regulations. IT asset management is used for keeping track of contracted equipment, inventory you hold temporarily and permanently, and helps with your finances.
How does IT asset management work?
With a better understanding of what IT asset management is, the next step is to know how it works. The more technology and electrical devices your company has, the more important IT asset management becomes. The method of documentation is important; choosing the right software for you, and a consistent naming convention. There are 3 main steps involved with asset management, although there may be some differences between companies, they are fundamentally the same process.
Identify your assets
Before you can do anything else, you need a full, exhaustive list, of every asset your company is responsible for. It isn’t sufficient enough to document how many computers you have; you need to take down more information on each machine so they can be identified specifically. The more information you have, the easier to find a specific asset.
Labelling
How you choose to label your assets is down to what works best for you and the company. When designating ID numbers to assets, keep the system consistent. If you have more than one department or office, you can use an identifier to say where the asset should be. For example, if they are in the HR department, it could start HR, IT department may start with IT, and the sales floor starts SF. There is no set rule on what your naming convention should be, but keep it simple and consistent.
Data entry and tracking
Each time something happens to, or changes regarding an IT asset, it needs to be documented. You should add the cost of the asset, any warranties it has, whether the licenses need renewing at a certain time, any SLAs – Service-Level Agreements, and anything relevant to your specific needs.
Serial Numbers
Most IT assets will have some form of serial number, IMEI for phones, or product code. This is important for things like making sure the right drivers are installed, or if the label comes off, you can still identify which asset is which.
Supplier or Manufacturer
If you have bought from a specific manufacturer, then you usually have some form of warranty. Making a note of the manufacturer will make it easier to track which devices came from which manufacturer or supplier. If you are leasing equipment, as part of an IT service management plan, you need to know which assets need to go back to them at the end of the lease.
Date
Knowing when you bought, leased, or received a certain asset helps with warranty and age. You can easily find out exactly when the asset was bought, and how long you have had it. You can also use this information as part of the label ID. For instance, take a PC in the HR department, 5 digits of the serial number, and the month and year it was acquired. This will create a unique number that you can look up at any time. This example would read, HR12345/1022.
Service and maintenance history
Note down the condition of every asset that comes in, especially if you are acquiring pre-used equipment. Every time the IT asset is checked, update the information, as this will give you a detailed log of the condition of the asset. If a component has been replaced, or some external damage has been fixed, it needs to be documented. If the asset needs to be sent off site, it needs to be logged as being off the premise, where it is going, and when it was sent. The best way to look at tracking your assets, is the more information you have, the better.
Do electronic items require a PAT?
PAT stands for portable appliance testing. There is currently no legal requirement for a business to PAT any of their devices in the UK. There is also no current definition of what constitutes a portable device found in current legislation. This does not mean that PAT is not important, and sometimes necessary. PAT can be a requirement by your insurance provider; ensuring a device or cable is safe to use. In an office with hundreds of computers, it can only take on fault to cause serious damage. The electricity at work regulations of 1989 only state you are required to maintain electrical equipment that has the potential to cause injury, to keep it in safe condition.
What is the difference between IT asset management and IT service management?
These two services do align very well for businesses, but are different in what they look to achieve. IT service management is regarding the care and supply of the assets, not the management of where they are. An IT service management company will supply you any number of computers, laptops, monitors, tablets, smart phones, and desk phones. You pay them a monthly fee for equipment and support. They are essentially an outsourced IT department, that cost less than hiring internally. IT asset management is to deal with the equipment you have received from an IT service management company, equipment you have bought directly, and everything in between.
What is the best way of tagging and accounting for IT assets?
Mentioned previously there are better ways to label your assets to keep them consistent and easy to understand. You choose the best naming convention for your purposes. What you also need to clearly outline, is the procedures and processes within the IT asset management system.
Barcodes
When creating labels for each asset, you can simply stick a label on with a PIN, personal identification number, that the user enters manually. Another method is to have a barcode printout that can be scanned directly into a computer. This will allow for easier accessibility, and mitigate entry errors.
How are you going to document the information?
The first step to utilising IT asset management, is to know where this information is going to be stored. Will this be a spreadsheet with an ever-growing inventory? Or will you use an IT asset management software solution? While a business is in its infancy, it could make do with a spreadsheet with the relevant information in it. It will get out of control and hard to manage the more assets that are added. Software solutions will be more expensive, but will grow as your business does, put all the information of each asset in one place, and are usually backed up securely.
Who is going to be in charge of data entry?
Will there be one team member who looks after the asset system? Smaller businesses may have a designated IT asset manager, usually the person who looks after all IT issues. If you have multiple departments, then will assets go directly to those departments? Having a clear hierarchy, with set officers, will lower the risk of incorrect tracking, and assets getting missed.
Who is taking ownership over each part of asset management?
There are several aspects to IT asset management, that could be managed by one person, or a group of people. The three key areas are deployment, relocation, and decommission. Who is responsible for each employee having the correct equipment and who is responsible for dealing with upgrading?
How does a user raise an issue with an asset?
In larger corporate operations, there is usually an IT manager or department where employees can raise issues with equipment. In smaller operations, this responsibility would usually fall on the business owner. Whoever it may be, it is recommended to designate one or a handful of people, in order to stop assets getting lost.
What assets are being tracked?
You can track every computer, mouse, keyboard, hard drive, and anything you feel is important. It is recommended to track expensive equipment, assets that are moved or taken off site, and anything you lease from an IT service management company.
Why is IT asset management important?
Saves time
You can easily look up where any piece of equipment is at any time, know who is using it, and the status of the asset. The information is ready for when you need to access it. You can download reports, so you can easy get a status update on every asset on file.
Saves Money
Losing equipment can be a costly exercise, especially when it comes to replacing them. If you are leasing equipment from an IT management services company, you won’t own the technology outright, and therefore are required to return it at the end of the agreement.
Working from home
With a big shift in the way people want to work, working from home has increased in popularity. Many workers have repurposed rooms in their homes to have an at home office set up. You may require your employees to have specific equipment in order to work the most efficiently from home. Desk phones are not a typical asset most employees will have at home, so you would need to supply one. IT asset management keeps track of where you have deployed every piece of working from home equipment.
IT asset deployment
Once you have a labelling and documenting system in place, the next step is to get these assets to out to the right place and for the right people. IT asset deployment is the process of efficiently, and accurately putting equipment in the right place, and making sure it is documented as to where it has been deployed. This also includes redeployment of assets; moving computers and other equipment to areas where it is needed most.
Why is asset deployment important?
As every office uses IT equipment every day, these assets need to be as dynamic as your business needs. Hiring new employees requires a suite of new assets in order to get them up and running. IT service management companies are particularly vulnerable to poor asset deployment. You could have hundreds, if not thousands of devices across multiple companies and offices. You can use the asset deployment process to also check if certain assets are in the right place. If you were expecting 100 devices to arrive at site A, but only received 75, you need to find out what happened to the other 25. As these devices will be logged at a different site, you can see exactly which ones need to be redeployed.
What is asset redeployment?
Redeployment in IT asset management, covers moving equipment from one site to another, recycling, and disposing of old devices. Selling on computer equipment privately can be risky, as you have to make sure you have removed all data from the storage drives. It isn’t enough to just delete files, as they will still be retrievable, even after a fresh operating system install. Redeployment of hardware requires proper data destruction, before it can be refurbished and reused with another company.
What is the process for upgrading your equipment?
Each IT asset company is different, but they follow similar processes with regards to upgrading assets. If you are in an agreement with them, they may have an upgrade option ever few years, whereas if you have equipment already, they can collect and dispose of it for you. You may not even need to overhaul all your equipment, and instead upgrade certain components. These can be installed by you or by a profession; the latter being the preferred method. The first step is to understand what you need the computer to do. Why are you upgrading in the first place? Do you need a whole new system?
Upgrading components
A lot of the time, you buy a new system to meet your needs at that time. As your business grows, you may need to use more intense software, that your computer is struggling to run. Depending on the issue you are having, you may need to replace specific components, or several. When buying new components, you need check they are compatible with your existing computer. If you are using an Intel core processing unit, and you buy an AMD one to replace it, you will need a new motherboard as well. The connection types are incompatible.
Motherboard
The component that connects all the other components, the motherboard is not the most obvious, or likely, candidate for upgrading. Unless the motherboard completely fails, you need more PCIe slots, or other components won’t be compatible, you most likely won’t need to change the motherboard. The motherboard is a printed circuit that allows all other components to communicate with each other.
Intel Socket
If you are using an Intel processor, you can’t get an AMD processor. Not even every Intel processor fits every socket. You may have heard the processors being referred to as Kaby Lake, Coffee Lake, or Comet Lake. These are names referring to different socket connection, so a Kaby Lake processor may not fit into a Comet Lake socket.
AMD Socket
The same applies for AMD they cannot be used with Intel sockets, and they also have different generations using different connections. The main difference between Intel and AMD, is the pins for MD are on the processor, and the pins for Intel are on the motherboard.
Size
If you decide that you need to upgrade the motherboard, you need to make sure it fits in the existing case. ATX boards are the larger, more expensive motherboards that have more connectivity. Which is great if you need more PCIe slots. If you are using a small form factor case, then it may require a micro ATX or even a mini ITX board.
CPU
The Central Processing Unit is one of the most important components in the computer, as it acts as a hub for all other components. The CPU takes temporary data from the RAM and decides what is done with it. As mentioned previously, the CPU you choose has to fit the socket on the motherboard. The most popular Intel range is the Core, and AMD processors are named Ryzen. Within these categories there are subcategories that relate to the performance. The higher the number, the better the performance. The most common problem that arises when the processor isn’t powerful enough, is when you run multiple applications at once. Switching between applications starts to become noticeably difficult. A slow computer leads to frustration, and a lowering in productivity. Upgrading from an Intel Core i3 to an Intel Core i5 could be the upgrade you need.
RAM
Random Access Memory is the most important component for multitasking, and running intensive applications. RAM is where temporary information is stored, so the CPU doesn’t have to search slower hard drives for the data. This information is only in the RAM for as long as the application needs it. There are a few things to consider when upgrading the RAM. The amount of storage, the speed of the RAM, and compatibility.
RAM size
To keep it simple, the more available storage, the more information can be held at any one time. If you are running one software application at a time, then you will need less RAM. The more you start opening, the less resources are available. Which means not all data required is being stored and the CPU has to wait for resources to be reallocated. Most users can comfortably work with 8GB of RAM. When editing large files, images, or videos, you are going to have more resources used up. If your IT assets are being used in a creative field, you are going to need 16GB or possibly even more.
RAM speed
The Megahertz, MHz, is the number of processing cycles per second. The higher the number, the more processes the RAM can do. You cannot just buy the fastest RAM on the market; you need to check if the motherboard supports it. If you are updating the RAM this could have an immediate effect on the performance of your computer.
DDR
Double Data Rate RAM is the most common form of RAM on the market today. Synchronous Dynamic RAM, SDRAM, means that the RAM can perform both read and write operations at the same time, essentially doubling the speed of older RAM. Not every motherboard supports the latest DDR iterations, so you need to make sure the RAM and the motherboard are compatible. The newer the RAM version, the more up-to-date motherboard you will need. They range from DDR1 to DDR5, with the higher numbers being capable of faster speeds, and larger storage.
GPU
The Graphics Processing Unit, also known as a Graphics Card, is the component that deals with rendering 3D graphics. Which is predominantly useful in 3D modelling software, CAD, and some video editing software. There are two brands of dedicated graphics cards, NVIDIA and AMD. They both are functionally the same, they work in both AMD and Intel motherboards, and they are only really needed for heavier design work. For lower to mid-range usage, there are two types of integrated graphics, Intel’s UHD processors, and AMD’s APU processors.
Dedicated
Dedicated refers to a graphics card that is separate from the CPU, and is connected via a PCI slot. You can have multiple GPUs installed in one machine, for processing demanding 3D video, such as animation. The way to know if you need to upgrade to a dedicated card, or upgrade an existing one, would be how quickly the software you use renders the 3D models. If it is taking a long time, or slowing the process down, then you will most likely need an upgrade.
Integrated
Harder to upgrade, but much cheaper than a dedicated card, integrated graphics are based on the same chip as the processor. Not every processor has the option to use integrated graphics, but they are commonly found in laptops and MacBooks. AMD have a range of APUs that outperform the Intel equivalents, but they also use more power. Intel have moved to their UHD, ultra-high-definition integrated graphics. These are more common in windows laptops, whereas the Iris range are found in MacBooks.
Storage
Every device needs somewhere to store data, without storage, nothing will happen. Hard drives, or solid-state drives, are required for documents, music pictures, videos, applications, the operating system, and many more files. Some computers utilise multiple storage devices, such as a standard hard disk drive, and a solid state drive. This is because solid state drives are much quicker than a hard drive at retrieving data, but cost more for larger storage sizes. Installing the operating system on the faster drive and files on the slower one.
HDD
They are slowly becoming less prevalent, but hard disk drives are a cost-effective storage device. They are called Hard disk drives as the data is stored on flat spinning disks that are lined with a thin metal coating. The read and write component, known as a head, writes in binary onto the magnetic disk. Binary being either a one or a zero. The two most common cycle speeds are 5400rpm and 7200rpm. RPM stands for revolutions per minute, and is how many times the disk makes one full cycle in a minute. They are cheaper than SSD, and are less resilient to impact damage.
SSD
The faster alternative to an HDD, solid state drives use flash memory to permanently store data inside an integrated circuit. The data can be written, moved, and deleted without the noise of spinning disks. The biggest benefit of upgrading to an SSD, is there are no moving parts. The entire component is solid and has less points of failure, compared to HDD. The prices have become more reasonable as they are becoming the standard, but are still more expensive than a mechanical disk drive.
NVMe
Another form of solid-state drive, non-volatile memory express is a different way for a storage device to connect to the motherboard. Instead of using SATA, NVMe connects via PCIe, which offers much faster read and write responses, virtually eliminating bottlenecks caused by data retrieval. NVMe SSDs are not necessary for almost any day-to-day tasks, but for applications that use a lot of resources, such as servers and enterprise workstations.
Cooling systems
An often-overlooked upgrade for the average user, a suitable cooling system can affect the computers speed, and reliability. If a computer overheats, most will automatically shut off to protect the electrical components. If you are regularly having your computer crash and turn off while working, it may be a cooling issue. Cooling solutions can be cheap, requiring just a new fan or two. The reason heat is so bad for a computer, is that heat can cause, and increase chemical reactions.
Fans
The basic level of cooling, fans are used to regulate air flow. The best way to use fans is to have one side of the computer drawing air in, and the other side pushing it out. The cheaper the fans you use, the louder, or ineffective, they will be. Fans are usually sped up and slowed down depending on how hot the computer is running.
Heatsink
The CPU is one of the components that runs extremely hot, and that’s why they almost always come with a stock heatsink. The heatsink draws the heat from the CPU and the fan installed on the side of the heatsink pushes the heat away. They are tightly installed onto the processor, with a layer of thermal paste between.
Liquid Cooling
A similar process to a car radiator, the cooler water is circulated to the component, usually the processor, into a water block, draws the heat and moves it away from the chip. It is more effective than regular fan cooling, as it can distribute the heat more evenly. This also keeps the fan speed lower, and keeps the computer running quieter.
PSU
The power supply unit is the converter of your mains AC power, into a regulated DC current. The components will have different power requirements and the PSU makes sure each component is getting the correct wattage. The wattage of the PSU you require will be dictated by the components you have. The most power-hungry component is usually the dedicated GPU. The more powerful the card, the more power it needs. Power supply units are either modular or non-modular. The latter means that all the cables are attached to the PSU and cannot be removed; the former means the cables can be removed if they aren’t needed. Modular PSUs are more expensive, but they are much better for cable management. Which can also affect how effective your cooling system is.
Case
The last part of a computer build before choosing peripherals, the case is just the housing that keeps all the other components together. Larger cases are more cumbersome, but allow for better components, and more efficient cooling. Smaller cases are more compact, easier to find space for, but have less wiggle room for additional components.
Monitors
Now you’ve checked over your existing machines and seen what upgrades you may want to buy; you can also look at monitors that are better suited to your work. Software developers like the option of rotating their monitors into portrait mode, as it is easier for coding. If you are constantly multitasking, and find you need more space on your monitor, you can just add an additional one. Dual or even triple monitor setups are becoming the standard, with the need to more efficiently multitask. How old is the monitor you are using? What resolution is it? Does it have the right display connections? If you are getting eye strain from your current monitor, you will need to upgrade.
Mouse
One of the two input devices you need to get the most out of your computer, a mouse allows for free movement and usability of your computer. You can navigate without a mouse, but it is very frustrating. Upgrading your mouse can be for many reasons. It could be damaged, not tracking properly, or it isn’t ergonomic enough.
Keyboard
The other input device, the keyboard is a powerful peripheral that makes data entry and shortcut navigation easy. You need a keyboard for almost every software application, including office, excel, and any internet browser.
Operating System
It isn’t a component, but something incredibly important. The operating system, OS, is the way you interact with the computer. Without it, you cannot access anything on the storage devices. With business security becoming more important, you do need to keep your OS up-to-date, as this will have the latest security patches. You shouldn’t just upgrade your operating system when it asks though; your IT asset management company will want to make sure it doesn’t weaken your existing security measures.
Optical drives
If you need access to older documents, stored on old storage devices, you may need optical drives. Modernising older data may even need a floppy disk drive. Optical drives are devices that can read and write data onto CDs or DVDs. Older record keeping would have required storage on these types of storage.
Upgrading entire machines and devices
Most Managed IT service companies work on contracts. You are tied in for a certain time and after that time you can choose to continue, or look at upgrading the equipment. Some plans will allow you to upgrade earlier than the end of the agreement. The best way to determine which devices are best for you, is to base your choices on the programs you want to run. If you are struggling to run certain software, the computer is running slow, or is constantly crashing, you will need to upgrade.
Computers
The most common device used in every day office work, the computer needs to be secure, fast, and be able to keep up with your day-to-day jobs. The more equipped with high spec components the computer is, the more expensive it will be. If you need a computer that is used for video editing, but you buy a computer without, or with a low powered, graphics card, it isn’t going to be fit for purpose.
Tablets and iPads
More demand for access to powerful devices on the move has increased the need for tablet computers. Apple iPad, Google Android, and Microsoft Windows all have benefits and issues, depending on why you need them. Android tables are more open, allowing for a lot more customisation. Apple iPads are better for easy collaboration between other Apple devices. Microsoft tablets can give the full Windows framework and ecosystem.
What are the next steps after upgrading?
Logistics
IT asset management companies arrange all the logistics for you. Consulting with you on the best date and time works for you. They will make sure they send the correct size vehicle to take everything at once.
Collection
On the day of collection, you just need to identify which items need to be taken, and the team will do the rest. They will aim to get everything taken away the same day.
Recycling and disposal
Once all the equipment is collected, it needs to be designated appropriately. Whether it is being recycled, or refurbished, the data needs to be permanently removed. There are software options that remove the data, then overwrite the hard drives, so nothing can be retrieved. The software Concept Management use is Blancco Overwriting Software, as it is a well-respected data sanitisation company.
What should you do with old assets?
Technology doesn’t last forever, and eventually you will need to upgrade. The final stage of your IT asset management will be marking an asset for disposal, destruction, or recycling. IT asset disposal services are usually included as part of IT asset management, and this can present itself in several ways. It could be cleansed of data, or it will be recycled.
Why should you be recycling old IT assets?
The climate is changing, and the production of new components that go into devices is a contributing factor. The mining and treatment of metals causes harmful chemicals to get into the atmosphere. By recovering these precious metals, they can be melted down and given a new purpose.
What valuable metals are used in computers?
Gold
One of the most recognisable elements, gold is a transitional metal, that is extremely ductile. Ductility relates to how capable an element is at being stretched out to make wiring without breaking. Which is why gold is a popular material for motherboards, and their printed circuits. Gold is also a great electrical and heat conductor; making it perfect for CPUs. Having a boiling point of over 1000 Celsius, and resistant to corrosion, it also makes gold very reliable.
Silver
Silver is also a key element used in printed circuit boards, due to being very ductile and malleable. Silver is soft metal, that is very good for electric and heat conductivity. Some of the capacitors on the motherboard use silver, which is down to silver being having the highest level of electrical conductivity. One of the reasons it isn’t used more, is silver is a very expensive metal.
Platinum
A small, but important element used in hard drives, platinum is used as a coating for hard disks. Platinum is malleable, ductile, and has good corrosion resistance. Some of the components used to make the circuit boards work are also made with small amounts of platinum.
Palladium
Palladium is a rare metal with a silvery white appearance. The electricity flowing through the circuit board needs to be stabilised as to not cause damage. Capacitors are used to store charge, and palladium is used to for its non-tarnish properties.
Copper
Copper is a more cost-effective metal that also has good heat conduction. Most standard heatsinks are made with copper for their heat to weight ratio. Allowing heat from the CPU to be moved efficiently. Some parts of the microprocessor are also made with copper for this exact reason. Copper is also the main metal used in wiring and cabling. Coppers electrical conductivity is only second to silver, but is much cheaper. Cooper wire therefore reduces the loss of power consumption without being too expensive.
Nickel
Circuit boards are like the nervous system of the computer, and therefore have a lot of metals needed for different functions. Nickel is usually used a protective layer for other components, such as keeping copper from oxidising. Nickel is a hard metal, and also has magnetic properties.
Tantalum
A soft, blue-grey coloured rare metal, tantalum capacitors are used as anodes, which is a positively charged electrode where electrons leave electric devices. Tantalum is not chemically active, which makes it great for components in mobile devices.
Cobalt
As a ferromagnetic metal, cobalt is ideal for use in hard drives. The hard disk in a hard drive stores magnetic data. Cobalt is a strong metal, making it more resistant to scratching and damage from the head of the hard drive.
Aluminium
The most abundant metallic element on Earth, aluminium is used in almost every sector, for varied reasons. Aluminium is used as it is durable, while also being lightweight. As aluminium is easy to recycle, it makes it ideal for any number of components. Many computer cases are built with aluminium frames, as they usually have the motherboard mounted on the side of the case. This would put a lot of strain on the frame when the additional components installed. Most cases are finished with plastic as it keeps the case weight down. Aluminium is also a key material used in motherboards.
Tin
Tin does have many uses, but one of the most important uses is for solder. Solder is used to join two metal pieces together, and ranges in purity. Solder can be made with a tin and lead compound. Solder needs to have a lower melting point than the two metals being joined, which is one of Tins key features.
Zinc
Another precious metal used for the manufacturing of printed circuit boards; zinc is a relatively weak metal used for its ductility. Zinc is also a good metal for alkaline batteries as well.
Neodymium
Magnets made from neodymium are the strongest magnets available, and their magnetic properties makes them fantastic for the workings of a head drive. The drive and linear head motors require magnetism to put the data on the disks. Magnets are also used in other parts of the computer, such as laptop speakers, optical drives, and even flash memory devices.
What happens to your old devices?
Storage devices
Data is that valuable today, that it is almost its own currency. There are legitimate companies that buy data legally, and there are people who have nefarious motivations. Data breaches happen all the time, in all types of businesses. The General Data Protection Regulation, GDPR, enforces proper data control, you can only hold certain pertinent information, for a certain amount of time, in a certain way. Making businesses more liable for handling and destroying of information they hold on clients.
what are the implications of improper storage disposal?
There have been many high-profile cases where the hard drives in servers were not decommissioned properly. One of the most notable cases was the company Morgan Stanley being fined $60m, due to poor data destruction measures, they left their customers vulnerable.
Destroy before recycling
The simple sounding solution for hard drive disposal, make sure the drive is completely destroyed. The best way to eradicate the data is to remove it first, then destroy the drive. There are three main ways to destroy the data completely, starting with erasing. Deleting information from a storage device doesn’t mean it is irretrievable. Hard drives, for example, store data in clusters across a disk. The way a hard drive shows data is in a cluster is by using binary. 1 for data present, and 0 for data absent. When you mark a file for deletion, all you are telling the computer to do is set a 1 to a 0, the data is still there until something else overwrites it. If you only erase the files, then ship it out to a recycling centre, there is still every possibility that that information can be retrieved. Overwriting is the next step after erasure. After setting all the data as removeable, you need to then overwrite the existing information. When you save a new file on a computer, it will look for 0s for storage. Eventually, over time, you will start overwriting the old information. Once the data is overwritten, it can be sent for recycling with your IT asset management company. As mentioned earlier, Concept Management uses Blancco Overwriting Software, one of the most respected data sanitation companies. Finally, if the device isn’t going to be resold as refurbished, it will be crushed and/or shredded. This completely obliterates the materials in the storage device, and is then separated into the different elements. These elements then can then be recaptured and used again.
What if you don’t need brand new devices?
When you are looking at new assets, it may not be because you need to upgrade to the latest and greatest. It could be you just need to replace a broken machine. Business cashflow underpins most decisions of a company, and you may not have the funds to buy a brand-new computer. There is an entire market of used devices, that have been tested, properly cleansed of old data, and more budge friendly. Here are a few options from Concept Management
Computers
Are you running your business on an old computer that is struggling to do the basic tasks? You can upgrade with a refurbished laptop or computer. There are several Dell computers that keep costs down, and deliver on performance. There are also laptops, and even gaming grade machines available.
Components
As with buying computers, you can buy refurbished components. Froms fans and heatsinks, to processors and graphics cards. A common upgrade for a re purposed computer, is to add a graphics card to handle editing software. Even a modest dedicated graphics card will be a vast improvement. Motherboards, as long as they match the processor and RAM you are using, would be a cheaper alternative than buying a whole new computer.
Peripherals
Replacement peripherals includes a large range of assets you can acquire. Mouses, keyboards, monitors, and even specialised stylus pens. Are you struggling to multitask with your current single monitor set up? Purchasing a new monitor would more than double your productivity. For most users though, you don’t need the newest monitors, you can easily use a second-hand one. Such as the Dell 19-inch LCD monitor, saving you money with little compromise.
Power
Power adapters and batteries can be either difficult to find, or rather expensive to replace. Some are designed to work with specific manufacturers, and others for specific models. Laptop AC adapters in particular can be expensive. Previously used adapters are significantly cheaper, but before you buy one, check it is compatible.
Phones and Tablets
Including cases, batteries, and desk phones, communication devices are a necessary for every business. Without it, you are making your future clients work harder to give you business. Desk phones are notoriously expensive, or usually reserved for service contracts. If you want to own your device, you can save money by using a second-hand device.
What regulations and accreditations are important for IT asset disposal services?
IT asset and computer disposal needs to be done following several government regulations. Including WEEE legislation and compliance with GDPR. Concept Management are a market leading IT asset disposal company, that is certified by all Environmental agency accreditations. This includes both the public and corporate sector. You can see the entire list of accreditations here.
Why is it important to follow these measures?
Some of the regulations are none negotiable, as the government has put legislation in place. Other accreditations are optional, but they are required to work with certain companies. The ISO accreditations are an easy way for clients to make sure you are dealing with their data and assets correctly. Larger organisations will expect relevant ISO certificates in order for them to work with another company. Concept Management has made sure to have all the relevant accreditations, which guarantees a consistent IT asset management policy.
ISO standards
ISO 9001
You need to be able to demonstrate you have a quality management system in place that can consistently provide products and services. These need to be delivered to meet the customers regulatory and statutory needs.
ISO 14001
The certification for requirement of an environmental management system. This helps an organisation with managing their environmental responsibilities in such a way that it is repeatable. A systemic approach makes it easier to keep their goals consistent.
ISO 27001
To be accredited with ISO 27001 you have to have a system in place to manage information security. Specifically, for Concept Management, it was accredited for the provision of asset management, secure data erasure and destruction, refurbishments, and recycling of IT related equipment.
Data Security
Concept Management have 8 data security certificates which are available here. These areas are: firewalls, security configuration, user access control, malware protection, and patch management.
WEEE Compliance
As of 2007, legislation was passed to cover what happens to old, no longer used electrical equipment. This includes battery and mains powered equipment. WEEE stands for Waste Electrical and Electronic Equipment, and covers a wide array of electrical products. The purpose of WEEE regulations, is to reduce the amount of electrical goods going to landfill or to be incinerated. As a lot of the materials used in these assets are recyclable and contain precious metals.
IT and telecommunications equipment
The main bulk of what Concept Management deal with. ‘IT and telecommunications equipment’ is a large encompassing term that covers all activities to do with data entry, data management, and data replication. IT assets such as computers, laptops, input devices, printers, telephony, and even fax machines. The information stored also needs to be destroyed properly before being recycled.
What is GDPR?
The General Data Protection Regulation, was introduced into the Uk on the 25th May 2018. GDPR brought in strict measures in order to better protect security and privacy. Even though GDPR is an EU regulation, in order for companies all over the world to work within the EU, they need to follow these measures.
When does it apply to your business?
If your company is collecting, sharing, or analysing data, you are subject to GDPR compliance. You have to store it securely and destroy any unnecessary data. This criterion is applicable to almost all businesses as they will store data on their clients and customers. There is a checklist available in order to aid in compliance.
The basics of GDPR
Regular data audits
Make sure you are only storing relevant and necessary data. Necessary has been classified as indispensable or reasonable, which means a lot of data you hold will require justification. Audits can identify if information should be destroyed, or help understand data collection processes.
Legal justification
it is indispensable for a company to hold basic personal information of a client, such as their name, and a contact method, such as an email or telephone number. It is reasonable to hold information on gender if your products are not unisex, such as clothing. It would be deemed unreasonable to hold information on medical conditions, ethnicity or religious views if you are an IT helpdesk company.
Data protection at every step
It is your legal responsibility to inform customers on how you collect data, why you are collecting it, and how it is secured. This can extend to how you remove data on request, and how long you hold on to it. By thinking of data protection throughout every process, will mitigate issues with data protection.
Encryption and anonymity
You can protect the data you hold on clients by using software with built in encryption. End-to-end encryption is where data is converted into an unreadable format before being transferred, it then requires a successful “handshake” with the receiver, where it is then decrypted. This stops the information being hacked while being transferred. Pseudonymisation is where identifying information stored in a data set, is given an artificial identifier, so even if the data is accessed it doesn’t share who the information is about.
Process for data breaches
You must notify whoever is the responsible supervisory authority if you have a data breach. This must be reported within 72 hours. This is so anyone who may be affected by the data breach can mitigate any problems it could cause. If you have a website with clients’ login details, they need to know of a breach so they can change their password.
Data officer
A person in your organisation that is designated to monitor GDPR compliance, the data protection officer, also known as a DPO, assess and advises on potential data risks. DPOs are not applicable for every business, but they are still a good thing to have even if you aren’t legally required to have one.
Data requests
Your customers have the right to request the information you hold on them. They can request this at any time and they can also ask how long you intend to hold this information on them. The first copy you send to them must be free, subsequent copies can be charged at a reasonable fee. When a data request comes in, you still need to run proper security checks to make sure they are the correct person. They can also request you alter, correct, and remove information. You also have an obligation to make this request easy, without unnecessary barriers.
How does Concept Management dispose of IT assets?
IT asset disposal is an important step on the electrical equipment life cycle. Concept Management offer free of charge on-site destruction of hard drives, to ensure all data is eradicated before it leaves your premises. The two key tenants of Concept Management, is utilising our skills in data security, and combining it with the proper disposal and recycling. This also needs to work for you and your company. Concept management work with you to maximise revenue and profit, taking broken, or no longer needed technology, without charging you anything for the service.
The process
Pickup and delivery
The first step is to come and collect the equipment. Computer disposal services start with setting a date that works for you, coming out to collect, and even destroy the HDDs on site. They are then taken to the recycling centre.
Sorting
Upon arrival, each laptop, computer, and other electronic devices, are sorted by item. This is to make it easier for testing. The equipment is tested to see what functionality it has. If the IT asset can be reused, it can be sent to charity. If the asset is not working, or not worth refurbishing, it will be stripped of all components manually. The parts will then be assessed to see if they still work. Whatever is left after this step is set for recycling.
Recycling
Most of a laptop and computer can be recycled. There are also some harmful chemicals that can’t go to landfill, and they need to be disposed of properly. By recycling, you lower the dependability on mining new metals, and the creation of more none biodegradable plastics.
The waste electronic recycling process
The process for recycling from your perspective is relatively simple, but what actually happens at the recycling centres? The process may differ slightly between complexes, but the general workflow is the same. Due to each component being a mixture of elements, there needs to be some way to separate them for future use.
Dismantling
After the assets have been sorted, tested and, designated for recycling, the next step is to take each one apart. Removing any batteries, glass, and LEDs that go through a separate process. This stage can also include removing capacitors, transistors, and many other small electrical parts from components.
Shredding
The next step is to break the electronics into small pieces, this is done by shredding them. The reason electronics are shredded, is that it makes it easier to separate materials from each other.
Separation
The way materials are separated differs depending on the material; not every metal is magnetic, for example.
Magnetic
By using magnets, the first materials removed for recycling are drawn out with magnets. Iron, iron-based alloys like steel, cobalt, and nickel, are the materials being removed during this stage.
Metallic and non-metallic
Other metals that are not inherently magnetic, need to be removed, and separated from materials such as glass and plastic. This is done using Eddy currents, which uses a magnetic field to isolate non-ferrous metals. This just leaves non-metallic materials such as glass and plastic.
Water
Now that all metal elements and compounds have been collected, all that is left is to separate the remaining elements. Different plastics have varying densities, and therefore will separate while being suspended in water. Plastic is then also separated by colour.
Gas Capture
When circuit boards are shredded and then smelted, they release gases. These gases need to be captured, so they can be safely and properly disposed of.
Which sectors benefit from proper IT asset disposal and recycling?
Almost every sector could benefit from IT asset management, and the proper asset disposal procedures, but there are some in particular it may be a necessity. Some of the sectors that require a proper IT asset disposal service, need it for its discretion, and removing sensitive and secret information, that cannot be leaked.
Small business
Just because your operation isn’t multinational, or has been kept with the family business ethos, doesn’t mean you can’t benefit from electronics recycling. No matter where in the UK, you can gain access to compliant data destruction and asset recycling. This goes towards your company’s green agenda and policies. Lowering the amount of new minerals being mined, new plastics being made, and more energy being wasted.
Corporate
Larger scale operations can quickly lose sight of where their assets are, which is why IT Asset management should be adopted as early as possible. The disposal of your computer hardware has to be dealt with correctly. If you decide to wipe the data of a computer, to then privately sell, that data could still be accessible. In the best case scenario, nothing happens, in the worst case scenario, they have access to all your clients’ details and your companies account information. A data breach will cost more in damages than proper data and asset disposal. This also goes towards your greener business targets.
Education
Teaching has changed dramatically over the last 20 years. The technology being introduced is impacting how students learn. The whiteboards have been upgraded to smart boards, and education can be delivered online. Some children may not have access to a computer or internet device, and some schools help with technological devices. As with anything involving children, there are more strict protections in place to safeguard them. When the time comes to upgrade old or unused computers, you have to make sure all data is gone.
Police
The police and policing have to follow certain rules and guidelines; frameworks to provide compliance of gathering, storing, and destroying data. The CPNI guidelines need to be followed by any company aiding in governmental duties. It doesn’t matter which constabulary you are part of, or where you are based in the world. Concept Management are specialists with experience working with the police. Winning positions on several frameworks, which includes the Commercial Services Framework – RM1058 – Technology Services.
Health and NHS
The NHS is one of the UKs most treasured institutions, and to work with them is an honour and serious responsibility. There are frameworks in place that every company working with the NHS and healthcare system must adhere to. Going above and beyond for the NHS, Concept Management are the only company in this field that have successfully achieved a Satisfactory IG Toolkit accreditation, alongside the ISO:27001 accreditation.
Public sector
Referring to virtually every other government body outside of policing and the NHS, the public sector is the operations of the country, using tax payers’ money. Data from government departments can be restricted by the highest level of security, which means no one without the relevant clearance can view or possess it. The people hired by the government, including contractors, need to have the proper clearance.
What if your company holds assets with secret information?
When it comes to data protection, some companies and governing bodies need to be more than assured you will destroy data left on hard drives and other storage devices. The level of security for some industries needs proof of security screening. Concept Management currently holds 5 levels of clearance.
DBS
The Disclosure and Barring Service security check is the basic level of clearance that is used for disclosing unspent convictions. It is a request to the government about criminal history to make sure the employee is fit for the job. In Scotland, they use Disclosure Scotland instead of DBS, but is functionally the same.
BPSS
The Baseline Personnel Security Standard is not a level of security clearance, but more so a basic background check used for people who are looking to work with departments of the Government. It is essentially like the more expansive version of a DBS. The four areas it checks are, nationality and immigration status, identity checks, criminal record for unspent convictions, and employment history.
CTC
Checking a person for potential terrorist organisation connections, and therefore could be pressured to divulge secure information. If your company deals with sensitive information on public figures, or entire governmental bodies, you can’t have compromised personnel. Which also extends to the companies you pay for services such as IT asset management.
SC
The most common form of UK vetting, Security Clearance is required for job roles that deal with secret information. Security Clearance has to be sponsored and obtained from an approved HMG OGD. The vetting process includes interviews with friends, family, and partners. The SC vetting process includes BPSS clearance, an SC questionnaire, company records check and several other security checks.
DV
The top level for security clearance used in the UK, a Developed Vetting check is required for top secret assets and intelligence. If you are upgrading your servers, and you hold this type of information, you can’t just use any electronics recycling company. You need them to be to the same clearance your employees have. This clearance goes through in-depth and rather invasive procedures to deem someone safe.
Why should you use Concept Management for your IT asset management and disposal?
The demand better, faster, more capable IT equipment grows every year. With companies looking at ways to become more efficient and profitable. Technology evolves very quickly and some organisations need the latest and greatest. You cannot throw your old and unused computers into a skip for landfill, this can cause serious problems. The materials used to make electrical devices can easily be reused, which lowers the number of ore being extracted from the Earth. Some of the materials may currently be abundant, but they are also finite. On the other side, even if recycling isn’t your company’s main reason for proper disposal, GDPR and data protection measures require the proper treatment of people’s information. If those machines are accessed by someone outside of your organisation, then you are in breach of these regulations. Which will in turn have an effect on your revenue; with fines being imposed on your company. Concept Management is ISO: 27001 accredited, using the information governance toolkit in conjunction with our internationally approved processes to remove all data correctly. This is not the only reason Concept Management are a perfect fit for your business, we comply to the highest environmental certifications. Including, ISO: 14001, ATF, Duty of Care, AATF, and hold a waste carriers license. Giving us the license to carry, transport, and dispose of hazardous chemicals, which are found in many electronic devices.