2009 iaitam conference - stockman

IAITAM 2009 Annual Conference & Exhibition

Bringing Green Together

Best Practices: I.T. Asset Collection

Presented by

Shawn Stockman



About ONEPAKONEPAK, Inc. is a reverse logistics

technology company, uniquely specializing in the new regulatory-driven niche of I.T. asset collection and logistics.

The Company manages nationwide packing, tracking, and transportation of used computers and other electronics at end-of-life or end-of-lease.



What do you have to worry about?



Federal Regulations

Require Secure Handling of Information Assets

AKA “The Superfund Law”

Any company who’s PC is found in a landfill will pay.

CERCLA Act (1980)



Federal Regulations


Requires “financial institutions” to protect their customers' data.

Title V of the Gramm-Leach-Bliley Act (1999)



Federal Regulations


Requires public companies to ensure the security of assets and the information stored on them.

Sarbanes-Oxley Act (2002)



Requires health care providers to safeguard personal information.

Federal Regulations


HIPPA



Affects government agencies and contractors with HIPPA-like standards around internal controls and asset tracking.

Federal Regulations


Federal Information Security Management Act of 2002 (FISMA)



Disposal, Safeguards, and Privacy rules require the proper disposal of consumers’ personal information.

Federal Regulations


FTC – FACTA (Disposal Rule, 2005)



I.T. Asset Collection and...

Compliance Risk



What are the risks & costs of data breach?

U.S. Cost of Data Breach Study: • $202/compromised customer record--up 40% since 2005.• Average per-incident costs in 2008 were $6.65 million, up

5% compared to 2007. • Third-party organizations accounted for > 44 % of cases

and are also the most costly.

• More than 88% of all cases in this year’s study involved

insider negligence.



Mitigating Risk during

I.T. Asset Collection

Onsite packing

Pickup

Cross-docks & Hubs

Delivery / Audit



It costs more to reduce risk

RISK

COST




Onsite packing

Pickup

Cross-docks & Hubs

Delivery / Audit

1. Make sure the crew is qualified.

2. Make sure they record every asset—digitally if possible.

3. Compare the client’s asset list to the Logistics Provider’s.



Pickup

Cross-docks & Hubs

Delivery / Audit

1. Make sure the same company that packs also picks up—with one touch to the customer.

2. Get Proof of Pickup.

3. Get the driver’s name and signature.

4. Know what you are signing before authorizing a release of the assets.




Delivery / Audit

1. Track your assets online.

2. Ask which cross-dock facilities.

3. Ask about security at each facility.

4. Request machine-wrapping of your pallets.


Cross-docks & Hubs



Delivery / Audit

1. Make sure EP documents the condition of assets before unloading.

2. Get a Proof of Delivery from the Logistics Provider.

3. Match the Proof of Delivery with the Proof of Pickup and the audit report.




Get a Certificate of Collection




Document the Recovery Process

Recycler/Remarketer

In Transit

Certificate of Destruction

Cross-docks & Hubs

Certificate of Collection



Protect data before you ship

• Encryption before transport – lowers liability

• Erasure before transport & DOD standard erasure afterward



Packaging & Transport Options

• Dedicated secure trucks to certified shredder/recycler

• Remove and shred hard drives onsite

• Remove hard drives, ship unlocked by secure transport

• Remove hard drives, ship in lockbox by common carrier



Resources

• National Association for Information Destruction (www.NAIDonline.org)

The NAID Certification Program establishes standards for a secure destruction process including such areas as operational security, employee hiring and screening, the destruction process, responsible disposal and insurance.

http://www.naidonline.org/



Resources

OnePak’s Certified I.T. Asset Collection Services

• Certification Program guarantees only Certified I.T. Asset Handlers perform onsite packing according to strict SOP.

• Provides Proof of Pickup, Proof of Delivery and Certificate of Collection.

• All activities from uploaded asset list out of your asset management software, through delivery are viewable online.



Questions?

Shawn Stockman

OnePak, Inc.

www.onepak.com

[email protected]

207.266.4362

2009 iaitam conference - stockman

Education

asset tracking

asset handlers

asset collectionpresented

information destruction

proof of delivery

security of assets

secure transport

federal regulations