Case Study · Financial Services

Financial Services ITAD Case Study

Client: A 28-branch credit union headquartered in Phoenix, AZ (anonymized for compliance).

850

Endpoints Processed

$43K

Value Recovered

Locations Coordinated

3 Weeks

To Complete

The Challenge

What the client needed

The client was completing a fleet-wide endpoint refresh and needed to retire 850 desktops, laptops, and teller workstations across 28 branches in a coordinated 3-week window. Each device contained customer financial information subject to SOX and GLBA, requiring auditable destruction records before the next quarterly examination.

•850 endpoints distributed across 28 branch locations
•SOX and GLBA documentation required for upcoming audit
•3-week deadline driven by new hardware deployment schedule
•Branch operations had to continue uninterrupted during pickup

The Solution

How Phoenix ITAD delivered

Phoenix ITAD designed a route-optimized multi-location pickup schedule, with two crews running parallel routes to clear branches before opening or after closing. Every device received NIST 800-88 sanitization at our Phoenix processing facility, with serialized Certificates of Destruction tied directly to the client's asset management system for one-to-one reconciliation.

Route-optimized pickup schedule across all 28 branches
Tamper-evident containers sealed at each branch
Serialized Certificates of Destruction reconciled to asset tags
SOX & GLBA documentation package delivered for the auditors

Engagement Timeline

How the project unfolded

1
Week 0
Discovery & Compliance Mapping
Branch inventory verified; SOX and GLBA documentation requirements aligned with the client's audit team.
2
Week 1
Route Planning & First Pickups
Two crews launched parallel routes; tamper-evident containers deployed at each branch.
3
Week 2
Bulk Pickups & Sanitization
Mid-volume branches cleared; first batch sanitized and certified at the Phoenix facility.
4
Week 3
Final Pickups & Reconciliation
Remaining branches completed; Certificates of Destruction reconciled to client asset tags.
5
Day 21
Audit Package Delivered
Full SOX & GLBA documentation set delivered along with value recovery payment.

“The compliance documentation Phoenix ITAD provided was exactly what our auditors needed. The value recovery was a bonus we didn't expect.”

— IT Director, Arizona Credit Union

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Frequently Asked Questions

About this engagement

SOX requires demonstrable internal controls over the disposition of assets that touch financial systems. We provided a serialized chain-of-custody from each branch through final sanitization, time-stamped Certificates of Destruction reconciled one-to-one with the client's asset management system, and an auditor-ready package summarizing the control activities performed at each step.

Every endpoint received NIST 800-88 Purge-level sanitization at our Phoenix processing facility, with tamper-evident container seals applied at the branch and verified on receipt. Devices that could not be sanitized were physically shredded. The GLBA documentation set includes per-device sanitization records and the destruction certificate.

Two crews ran parallel route-optimized schedules, performing pickups before opening or after closing hours. New hardware deployment and old asset pickup were sequenced so no teller workstation or branch desktop was offline during business hours.

A full SOX and GLBA documentation set: branch-by-branch pickup logs, serialized inventory tied to asset tags, NIST 800-88 sanitization records, individual Certificates of Destruction, R2v3 downstream attestations, and a final value recovery statement — all delivered before the next quarterly examination window.

After sanitization, devices with remarketing value (recent-generation laptops and select desktops) were graded, refurbished, and resold through our channel partners. Net proceeds, less processing costs, were returned to the client as a transparent line-item revenue share report.

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