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How To Mark Warehouse Assets For Recycling
How To Mark Assets For Recycling via Returns, Replacements, or Offboarding
What is ITAD?
IT Asset Disposition (ITAD) is how Firstbase helps you securely retire hardware, including:
- Reverse logistics (collecting devices from residential or office locations)
- Secure data erasure and/or physical destruction (NIST 800-88 compliant)
- E-waste recycling
- Remarketing and resale for credit (via ITAD Credits)
What’s included with every ITAD service?
- NIST 800-88 Compliant Data or Physical Destruction: Devices are either securely wiped using NIST 800-88 compliant overwriting software or physically destroyed in accordance with the same standard. Physical destruction is used when devices are locked, unable to power on, or otherwise inaccessible to the software.
- Certificate of Destruction (COD): A certificate is uploaded to the Firstbase platform for every retired asset, whether it was data-wiped or physically destroyed.
- Responsible Recycling: Devices that cannot be resold are recycled in accordance with local e-waste regulations.
- Re-marketing & ITAD Credits: For customers opted in to our credits program, a portion of the resale proceeds is returned as a credit that can be applied to any future Firstbase invoice.
Where are ITAD services available?
ITAD services are available in all countries where Firstbase operates a local warehouse. View our full capabilities by region here.
How do I initiate ITAD services?
There are a few different ways to initiate ITAD services, depending on where your devices are located:
1. Returning a device?
You can mark it for recycling as part of a Returns, Replacement, or Offboarding workflow. Just toggle for “Recycle” when prompted.
2. Device already in a Firstbase warehouse?
You can request recycling directly from the Asset Management page in the platform.
3. Locked or damaged device?
If our warehouse team discovers that a device is locked or damaged during grading and diagnostics, we’ll reach out via email with next steps. If you’d prefer to recycle instead of repair or unlock it, just reply to our support team to let us know—we’ll mark it for destruction in the platform and handle it from there.
4. Sending from an office?
If you want to ship devices directly from an office, please email support@firstbase.com. We’ll help coordinate the shipment to one of our global facilities. Depending on the region and zip code, we may be able to support an office pickup for bulk shipments. In other cases, we may require a shipment notice—or, for smaller volumes, we can send laptop boxes and arrange standard returns via small parcel courier. Please reach out with the details of your request so we can confirm the requirements for your specific location and use case.
Can I use my own third party ITAD service?
Yes, you’re welcome to use your own ITAD vendor if preferred. Just email support@firstbase.com with a csv listing the equipment and serial numbers. Include the POC of your preferred partner and any shipping instructions so we can coordinate with your provider.
👉 Note: Our bulk order terms apply, including our Bulk Order Shipping and Handling Rates. If your preferred ITAD vendor is coordinating the pickup, only the handling fee will apply. These charges will be deducted from your committed actions balance, if available.
Once we receive your request via email, the asset status in the platform will be updated to "Unavailable" / "Awaiting Information" within 5 business days. When the assets leave our facility, the asset status will be updated to a final status of "Archived" / “Decommissioned By Employer.”
Please don’t use the platform’s self-service ITAD features when requesting third party ITAD—those features are specifically for Firstbase-managed ITAD services.
How do I track the progress of my ITAD request?
You can track the status of each asset right from the Assets page in the Firstbase platform. Here’s a quick breakdown of what each status means and how it works:
Recycling Requested
(You initiate an ITAD request in the platform.)
⬇
Marked for Destruction
(The asset is pulled from your inventory and staged for data erasure and diagnostics. If the device powers on and isn't locked, we perform secure data erasure using NIST 800-88 compliant overwriting software and upload a COD to your assets page. If the device can’t be accessed—or if it’s in a region where CODs are not issued on site—no COD is uploaded at this stage and the device is shipped directly to our ITAD partner.)
⬇
Out for Destruction
(The device is shipped to one of our ITAD partners for final processing—either secure recycling or remarketing depending on its condition. In the U.S., high-grade materials are sold directly from our warehouse on secondary markets and do not enter this status. Instead, they move from “Marked for Destruction” directly to “End of Useful Life – Destroyed” once the COD is uploaded and the device has been refurbished and listed for resale.)
⬇
End of Useful Life – Destroyed
(Our ITAD partner performs NIST-compliant data erasure or physical destruction, and uploads a COD. This may be the second COD if the device was already wiped by Firstbase prior to shipment. If the asset has resale value, it’s repurposed on secondary markets. Customers enrolled in our ITAD Credits program will receive quarterly credits for any resale earnings from their devices.)
👉 Note that for non-data-bearing equipment (like monitors and peripherals), the status moves directly from “Recycling Requested” to “End of Useful Life – Destroyed” once it’s been recycled. No CODs are provided and the equipment is not remarketed.
What equipment is eligible?
Laptops, phones, tablets, and external hard drives (i.e. data-bearing equipment) come with a COD. They are also eligible for credits if you’re opted into the ITAD Credits program. Other equipment—like monitors and accessories—is responsibly recycled but doesn’t qualify for credits or CODs. For monitors, we upload a certificate of e-waste instead, where available.
What fees am I charged?
You’ll see an “End of Life Disposal Fee” on your order form—this covers warehouse handling, data erasure, COD issuance, logistics, and recycling. It’s charged per item for laptops, phones, tablets, and monitors. All other items are responsibly recycled at no additional cost.
For customers enrolled in our ITAD Credits program, we no longer charge ITAD processing fees upfront. Instead, handling costs are deducted from the final credit payout—with two exceptions:
1. Remote Management Enrollment: If a device is enrolled in Remote Management Software, we’ll reach out for unenrollment. These devices cannot be resold. If we don’t receive a response within 30 days after multiple attempts, the device may be scrapped and a $40 processing fee will apply.
2. Hard Drive Shredding: If you require physical HDD shredding for a specific device, a $40 processing fee applies. This must be requested in advance by emailing support@firstbase.com. Requests made directly through the platform are processed for remarketing by default.
These fees are not eligible for action discount rates and will appear as separate line items on your invoice. The same fee applies globally.
How long does the process take?
It can take up to 60–90 days from the date you request recycling to receive your COD, depending on the region and the condition of the device. In supported regions, if the device powers on and isn’t locked, we’re able to wipe it in-house before shipping it to our ITAD partner, which speeds things up.
You can view our Service Level Objectives by region here.
If your device is eligible for resale, it can take up to an additional 90 days to be sold on secondary markets. Credits are issued quarterly, based on the resale earnings from the previous quarter.
Is your process NIST 800-88 approved? What erasure tool do you use?
Yes, our data destruction process meets or exceeds NIST 800-88 standards in all regions where we offer ITAD services. In the US, this also covers the older DoD 5220.22-M guidelines. We typically use Bitraser or Securaze, though tools may vary by region. If you’d like details about a specific location, please reach out to support@firstbase.com.
Who are your ITAD partners?
In the U.S., high-grade materials are sold directly from our warehouse through Firstbase reseller accounts on secondary markets. For lower-grade or slower-moving inventory in the U.S.—and for all resale or recycling outside the U.S.—we partner with Ingram Micro (US), TAMS (US), DMD (US & International), and ALSO (EU) to provide global coverage.
Our partner network continues to evolve, but we only engage vendors that meet strict standards: certified facilities (ISO, NAID, or equivalent), a strong industry track record, and full compliance with NIST 800-88 data destruction protocols.
Can you share examples of Certificates of Data Destruction (CODs)?
Yes. All devices processed through Firstbase’s ITAD program are issued one or more NIST 800-88–compliant Certificates of Data Destruction (CODs). Our process includes:
-
In-house data erasure, when and where applicable, using NIST-approved software (e.g. Bitraser or Securaze), prior to shipment to our ITAD partners.
-
Second-pass data destruction and COD issuance by certified ITAD partners, who also inspect and determine resale eligibility or compliant disposal.
We’ve included representative examples below:
Examples of In-House CODs:
-
Bitraser COD (used in US warehouse)
-
Securaze COD (used in UK/EU/CA warehouses)
Examples of ITAD Partner CODs (used globally):
Note: Our partner selection varies by job and geography, but we always work with certified facilities that meet strict standards for data destruction and e-waste compliance.
Do you erase the data on site before sending devices to your ITAD partners?
Yes — in all regions, we wipe devices using our standard returns process (factory reset for Windows devices or Apple Configurator for macOS).
However, there are a few exceptions where a device may ship to an ITAD partner without having passed through our data erasure process:
1. ITAD Returns – If you choose to recycle a device during the return process (pre-arrival to one of our facilities), it bypasses the standard wipe and is shipped to our ITAD partner soon after arrival to our facilities. (In the US, we’ll still run the NIST wipe on site if the device powers on and is accessible.)
2. Office-originated ITAD shipments – If you send equipment directly from your office for ITAD, we forward it to the ITAD partner as-is. (Again, in the US, we’ll run the NIST wipe if possible.)
3. Devices that are locked or can’t power on – These can’t be wiped internally and are sent straight to our ITAD partner for secure physical destruction.
In all cases, data destruction is handled securely. If we don’t perform the wipe in-house, our certified ITAD partners take care of it, and a COD will be uploaded once processing is complete.
How does Firstbase’s ITAD service support sustainability and environmental impact goals?
A strong ITAD program is one of the most effective ways companies can reduce their environmental footprint. At Firstbase, our process prioritizes reuse over disposal—securely refurbishing and reselling devices when possible to extend their lifecycle. When reuse isn’t an option, we ensure responsible recycling through certified downstream partners.
We only work with best-in-class ITAD providers that meet strict environmental and security standards. All partners operate certified facilities and follow globally accepted e-waste regulations and sustainability practices.
While we don’t currently provide built-in sustainability reporting and dashboards, we’re actively gathering feedback to inform future improvements in this area. If your team tracks specific metrics (e.g. landfill diversion, emissions avoided, material recovery), we’re happy to explore what we can accommodate today and keep your input in mind as we shape future enhancements.