Data protection is critical in business partnerships, particularly when handling IT asset disposition and decommissioning. Increasingly, technology partners, such as IT asset disposition (ITAD) companies, are reluctant to take ownership of previously deployed devices that may still contain sensitive data, fearing potential liability if a breach occurs.

There is no shortage of examples illustrating just how fragile shared data protection responsibilities can be. In one notable case, IT and accounting consultancy Berry, Dunn, McNeil & Parker, which operates a medical data analytics business, was sued after the personal information of 1.1 million individuals was compromised when an unauthorized actor accessed a managed service provider’s systems. The resulting finger-pointing, reputational fallout, and legal exposure demonstrated the reality of modern data governance: when data protection spans multiple organizations, accountability becomes blurred. The company is often left navigating the consequences, which may include fines due to data privacy regulation violations.

In the context of IT asset disposition, similar risks arise when organizations rely too heavily on external partners for data handling. If a device containing sensitive data is lost in transit or improperly logged, the enterprise cannot simply shift blame to an ITAD, recycler, or logistics partner. Regulatory authorities and customers expect enterprises to maintain control of their data at every stage of the lifecycle. This is why on-site data sanitization is rapidly becoming not just a best practice, but an essential safeguard.

Strengthening Governance Through On-Site Data Erasure

On-site erasure eliminates one of the most problematic gaps in the chain of custody: the movement of live data outside the organization’s physical control. Once equipment leaves the building, the risk of loss, tampering, or unauthorized access increases dramatically regardless of whether that equipment is destined for refurbishment, resale, or physical destruction.

By securely wiping data before devices leave the premises, and verifying that data is irrecoverable, enterprises maintain ownership of the most critical phase of the process. They also reduce reliance on external security procedures that may vary in rigor or policy alignment. This, in turn, reduces regulatory risk and gives internal security, compliance, and audit teams proof that data was fully sanitized within the enterprise environment.

While on-site erasure is the foundational safeguard, enterprises can strengthen their end-stage data security by following modern best practices:

• Obtaining proof of data destruction,
• Adhering to up-to-date industry sanitization standards, and
• Applying consistent processes across the organization.

Obtaining Certified Proof of Erasure

Certified proof-of-erasure certificates document the sanitization method, date, operator, and erasure outcome, creating a chain of evidence. Even with encryption in place, verifying erasure of the encryption keys and any unencrypted data is critical. Not only does certified proof of erasure save time on internal audits, it helps organizations defend themselves against potential liability claims stemming from end-of-life data exposure.

Monitoring Emerging Standards and Regulatory Shifts

Data protection guidance evolves quickly. Standards bodies like ISO, IEEE, and NIST frequently update recommended sanitization methods in response to new storage technologies and threat landscapes. This is most recently evidenced by the September 2025 release of the latest “Guidelines for Media Sanitization” from the National Institute of Standards and Technology. Enterprises that proactively track the latest standards updates from organizations such as NIST and IEEE are better positioned to maintain compliance across multiple regulatory layers including GDPR, CPRA, PCI-DSS, HIPAA and/or other regional or industry-specific mandates.

Remote Data Erasure for Distributed Environments

With hybrid work, multi-site operations, and globally dispersed data centers now commonplace, organizations often face challenges retrieving equipment before sanitization. In these cases, remote data erasure solves this problem by enabling secure, simultaneous wiping of drives and devices regardless of location. This capability is especially valuable during large-scale refresh cycles, M&A activity, or emergency decommissioning events. It reduces logistical overhead, accelerates processing, and ensures compliance without requiring physical consolidation of devices.

Supporting Corporate Sustainability and Circular Economy Goals

According to the UN Global E-waste Monitor 2024, e-waste is increasing 5x faster than e-waste recycling with e-waste generation projected to be 82M tons by 2030, a 33% surge from 2022. With global e-waste levels rising and formal recycling systems struggling to keep pace, enterprises can treat asset lifecycles responsibly. One way they can be good corporate citizens is by establishing a used asset donation program, though participation has often been limited due to donors’ fears of data leaks. By adopting on-site and certified erasure processes, enterprises can confidently donate used computers, laptops, etc. to non-profit organizations or release devices into secondary markets, unlocking sustainability goals without compromising security.

This responsible approach enables enterprises – not just their partners – to take greater ownership of their environmental impact, supporting broader ESG commitments and demonstrating leadership in sustainable IT operations.

A Proactive Approach to Enterprise Risk Management

Ultimately, data sanitization should be viewed as a component of enterprise risk management. On-site erasure, supplemented by remote capabilities, certified verification, and standards-driven policies, empowers organizations to maintain control of their data throughout the full asset lifecycle.

By taking proactive ownership of these processes, enterprises reduce exposure, strengthen efficiency and governance, and avoid the reputational damage and potential legal fallout that can occur when responsibility is shared across multiple parties.