Preparing for a collection
Ten minutes of preparation on your side saves an hour on the day.
- 01
Consolidate equipment in one accessible place
A single staging area near a dock or lift is ideal. Split across five floors is workable but slower — tell us in advance so we plan the crew.
- 02
Leave drives in place unless policy says otherwise
We record and destroy media as part of the process. Pre-pulling drives creates a loose-media handling problem and breaks the link between drive and chassis in reporting.
- 03
Do not wipe or reset devices first
It does not help and can complicate verification. Our sanitisation is the record that satisfies your auditor; an internal wipe beforehand is not.
- 04
Note anything unusual
Damaged batteries, leaking equipment, CRT monitors or anything unusually heavy needs to be flagged so we bring the right handling.
- 05
Nominate a contact for handover
One person who can walk the collection, confirm the asset list and receive the documentation afterwards.
Documentation you receive
Serialised inventory report
Every asset by make, model, serial number, condition grade and final disposition.
Certificate of destruction
Issued for data-bearing devices, referencing serial numbers, method and date.
Recycling certificate
Environmental documentation covering material processed downstream.
Chain-of-custody record
Signed transfers from collection through transport to intake and processing.
Packaging and palletising for freight
Only relevant if you are outside our scheduled collection regions and shipping to us.
Use standard pallets
48x40 pallets in sound condition. Damaged pallets fail in transit and equipment arrives damaged, which reduces resale recovery.
Stack heavy at the base
Servers and UPS units on the bottom, laptops and light items above. Do not exceed roughly 48 inches in height.
Do not overhang
Anything past the pallet edge gets damaged. Consolidate onto a second pallet rather than overhanging.
Wrap fully
Stretch wrap from the base to the top, including the pallet itself, so the load and the pallet move as one unit.
Label clearly
Your organisation name and contact on every pallet. Number them (1 of 3, 2 of 3) so we can confirm the shipment is complete.
Batteries need declaring
Loose lithium batteries have shipping requirements. Tell us before dispatch and we will advise.
Understanding the basics
What ITAD actually covers
The full lifecycle from collection through destruction to recycling or resale, and what documentation each stage produces.
Read moreDestruction method comparison
Wiping, overwriting and shredding — when each is appropriate and what each costs you in device value.
Read moreWhere material actually goes
The downstream criteria behind a zero-landfill claim and the documentation that supports it.
Read moreStandards explained
NIST 800-88, DoD 5220.22-M, HIPAA, FERPA and how each applies to your project.
Read moreSector-specific requirements
How handling and reporting change across education, government, healthcare and finance.
Read moreFrequently asked questions
Short answers on pricing, minimums, timelines, certificates and logistics.
Read moreNeed something that is not here?
Ask us for it. If several clients need the same thing we will add it to this page.
Scoped and quoted in one call- Collection dates confirmed in writing
- Certificates issued as standard
Call the office+1 540 737 4500
Email the teaminfo@imaaninc.com
Replies within one business day