One important phase of IT asset lifecycle management is retrieval and decommissioning. Many companies struggle with this stage. It sounds simple, but it involves a lot of moving parts. If not handled well, the least you should expect is a truckload of security risks and operational delays. 

In this phase, IT management teams often face challenges due to: 

• Lack of visibility into who holds what equipment 
• Inconsistent offboarding processes 
• Delays in retrieving assets from remote or hybrid employees 
• Improper data wiping and disposal 

In this blog, we’ll share some best practices to help you manage asset retrieval and decommissioning smoothly and more importantly, securely. 

Recap: What is IT Asset Retrieval and Decommissioning? 

IT asset retrieval and decommissioning is the process of collecting devices from employees (especially during offboarding), wiping data, and securely disposing or repurposing the hardware. This stage ensures sensitive company data doesn’t leave with the device. It also helps maintain inventory accuracy and compliance with data protection policies. 

It’s a critical step in the IT asset lifecycle management process. If done poorly, it can result in data leaks, financial loss, or regulatory penalties. Every device holds sensitive information, so there’s no room for error. Proper handling here protects your business and ensures a clean, secure transition for the asset. 

IT Asset Retrieval and Decommissioning Best Practices 

Here are some best practices for IT asset retrieval and decommissioning that will help you manage the process successfully: 

1. Use IT Asset Management Software 

If you’re managing a team of 20 remote employees, handling IT assets manually might work. You probably know who has what. But as we increase the size of the team, that system falls apart. You lose track of devices, delays creep in, and there’s a serious risk of data breaches if assets aren’t retrieved properly. 

This is where a centralized IT Asset Management (ITAM) software becomes essential. Platforms like ZenAdmin help you monitor devices throughout their lifecycle from assignment to decommissioning. You can track who has each device, its maintenance history, and even automate retrieval workflows. The best part is everything from a small pendrive to a laptop or even SaaS license sits in one centralized system, so you’re never chasing updates across spreadsheets or email threads. 

Using ITAM software as your single source of truth means you always know where your assets are, who they’re with, and what needs to happen next. It keeps things running smoothly with no room for error. 

2. Maintain a Comprehensive Asset Inventory 

Once you’ve got your ITAM system in place, use it to build a complete asset inventory. As we mentioned, this isn’t just a list of laptops. It should include all your IT equipment like desktops, phones, software licenses, accessories and details like purchase date, warranty, location, and assigned user. 

Why does this matter? Because when it’s time to retrieve and decommission a device, you need to know exactly what you’re dealing with. An accurate inventory helps you move fast, stay compliant, and avoid missed assets. Plus, it keeps procurement teams and IT on the same page. 

3. Establish a Formal Decommissioning Process 

You have a serious issue with your retrieval and decommissioning/ deallocation process if you wait until someone leaves to figure out what to do with their laptop. Ideally, you should create a documented decommissioning process. 

This should include steps like: 

• Who approves asset retirement 
• How data is wiped 
• Where the device goes next (reuse, recycling, or disposal) 

A clear process removes confusion and reduces errors. Everyone knows what needs to happen and when. It also helps in audits, ensuring you can prove assets were handled securely and responsibly. Standardization makes scaling this process across teams and locations much easier. 

4. Define Clear End-of-Life Criteria 

In one of our internal studies, we found that there are still a significant number of companies that retire devices based on guesswork, or they wait for employees to complain. That is not a good experience for an employee. And “this laptop feels old” isn’t a strategy. Random decisions lead to wasted money or unnecessary risks. 

You should set clear, measurable criteria for when a device should be decommissioned. This could be based on: 

• Age of the asset 
• Performance issues 
• End of support from the vendor 
• Business requirements or security

This removes the guesswork. IT knows when it’s time to retire a device, and finance knows when to budget for replacements. Everyone stays aligned. 

5. Implement Secure Data Wiping Protocols 

Before you send a device for disposal or reuse, make sure all data is wiped. Every bit of information. Because simply deleting files isn’t enough. 

Use certified data wiping tools or services that meet industry standards. They overwrite the data so it can’t be recovered. Depending on the sensitivity of the data, you might need different levels of wiping (single-pass, multi-pass, or full encryption key destruction). 

Make it a default part of your decommissioning checklist. It’s a small step that protects your company from major data risks. 

6. Revoke Access Credentials 

Let’s say you’ve retrieved a laptop from a departing employee. Great. But if you forget to revoke their access to internal systems, that device or even their phone could still be a gateway. Someone can log in into your cloud dashboard weeks after they’ve left. That’s a big risk you would be taking. 

To avoid this, make it a rule: when decommissioning an asset, systematically disable all associated accounts, access privileges, authentication tokens, and certificates. This includes VPN access, SaaS platforms, email, and internal tools. And pretty much everything that was used. 

Automate it where possible using identity and access management tools. The moment offboarding starts, access should end. 

7. Disable Remote Management Tools 

Remote management tools like MDM (Mobile Device Management) or RMM (Remote Monitoring and Management) are incredibly helpful while a device is in use. They let IT teams push updates, track performance, and provide support. 

But once you begin decommissioning, these tools can become a liability. If a device is lost or stolen during this stage, and remote access is still active, it could be exploited. More so, if the provider lacks security, which by the way, is not the case with ZenAdmin. 

As part of your process, disable remote management agents and revoke control permissions. It reduces risk and prevents any misuse of admin access. 

8. Make Sure the Method of Transportation is Secure 

If someone really wants to access your data, they’ll go to any extent fo find weak links. And transportation is one of them. If a device is being sent from a remote employee to HQ or from one site to another, and it’s not secured properly, it becomes an easy target. Tampering or theft during transit is not uncommon. 

Therefore, you should always use trusted couriers with tracking. If you’re moving large batches of equipment, consider sealed containers and documentation at every step. Security in transit is just as important as security at rest. 

9. Establish Secure Storage 

Not every decommissioned device is disposed of immediately. Some need to be held temporarily for data audits, transfer approvals, or batch recycling. That’s why you need a secure, access-controlled storage area. This could be a dedicated room or a locked cage within your facility. Access should be limited to authorized personnel only, with logs or surveillance if possible. This prevents unauthorized handling, tampering, or theft of devices while they’re waiting for their next step, be it destruction, resale, or reuse. 

10. Adhere to Regulatory Requirements 

Every company, regardless of size, is subject to data protection laws. Whether it’s GDPR, HIPAA, SOX, or industry-specific rules, improper handling of sensitive data during decommissioning can lead to major penalties. 

You need to ensure that your decommissioning workflows meet the standards set by these regulations. This includes secure wiping, documented procedures, proper storage, and proof of destruction when required. If you’re unsure about compliance, consult legal or security experts. Regulatory bodies expect organizations to take data security seriously, especially at the end of the asset’s life.  

11. Maintain Disposal Records 

Once an asset has been wiped, retired, or destroyed, your job isn’t done until it’s documented. You must maintain clear records for every decommissioned asset. It should include details like the asset ID, the user it was assigned to, the date of disposal, the method used (resale, recycling, destruction), and any proof of data wiping or physical destruction. 

These records are crucial during audits and help track down any discrepancies in your inventory later. IT asset management platforms like ZenAdmin let you log this information automatically, so using that feature increases your efficiency. As an added bonus, you get everything centralized, accessible, and audit-ready. 

12. Assess the Reusability of IT Assets 

Not every retrieved asset needs to be scrapped. Some can be wiped, refurbished, and reassigned. That could mean cost savings on new purchases and a smaller carbon footprint. 

Before deciding on disposal, assess the device’s performance, age, and condition. If it still meets your business standards, prepare it for reuse. Just make sure the data wiping and re-onboarding process is airtight. This practice extends the asset’s life and also optimizes your IT budget. 

13. Track Software License Recovery 

When hardware is decommissioned, software licenses often get forgotten. That’s a missed opportunity. Many licenses, especially for expensive tools, can be reused or reassigned. 

Use your ITAM or license management system to recover and track these licenses. Free them up when the associated device is retired, and re-allocate them to new users as needed. This avoids overspending on new licenses and ensures your software environment remains compliant. 

14. Conduct Regular Process Reviews 

Even a solid decommissioning process needs updates. As we’ve seen in the past few years, in the blink of an eye, technology changes, how teams work evolves, and new compliance requirements come into play. That’s why regular reviews are essential. 

Set a schedule (quarterly or biannually) to review your workflows. Check if the steps are still effective, identify gaps, and update policies if needed. Get feedback from IT, security, and procurement teams involved in the process. Regular reviews help you stay ahead of potential issues and ensure your process continues to meet business and compliance needs. 

Procurement to Decommissioning: ZenAdmin Does it All 

Following the best practices we’ve outlined can significantly improve your IT asset management workflow. You’ll reduce delays, stay organized, and lower your risk of data breaches. But to eliminate security risks completely and make the process seamless at scale, you need a platform built for it. 

That’s where ZenAdmin comes in. Our end-to-end IT management solution covers everything from procurement to decommissioning. You get full visibility into each device lifecycle. Want to check the status of a device or software SKU? It takes just a few clicks. 

We also offer secure storage and trusted transportation options, so your assets are protected even in transit. No more worrying about loss, theft, or tampering. 

Whether you’re in healthcare, finance, or any regulated industry, ZenAdmin helps you stay fully compliant. Every step (retrieval, wiping, disposal) is tracked and documented for audit readiness. 

Simplify your asset lifecycle management? Book a demo today.