Securing Compliance and Continuity in a Nationwide IT Asset Refresh for a Major Financial Institution
At a glance
A major financial services firm undertook a nationwide technology refresh for over 100 branches in 19 states that included included Windows 10 upgrades, telephone-system changes, and the replacement of desktop computers and monitors. With retired devices containing confidential client information and sensitive financial data, the banking firm needed one accountable partner to coordinate branch collections, maintain asset-level accountability, securely destroy data, document final disposition, and recover value where possible.
Keystone coordinated a centralized ITAD program across the nationwide office network, managing collection logistics, serialized asset tracking, data destruction, reporting, recycling, and value recovery.
THE CHALLENGE
Maintain chain of custody for 7,130 IT assets, protect confidential information, and coordinate the technology refresh for over 100 bank branches across 19 states
The firm needed an ITAD partner to:
- Coordinate equipment removal across a geographically dispersed branch network.
- Maintain a consolidated record of assets collected from individual locations.
- Protect devices that could contain confidential client information and sensitive financial data.
- Ensure data-bearing equipment was securely destroyed and documented.
- Separate reusable equipment from recycling streams and recover value where possible
- Maintain reporting across the program without requiring branch teams to manage every pickup individually.
- Accommodate different branch schedules, contacts, access requirements, and equipment volumes.
With thousands of assets moving across 19 states, the firm needed a controlled process to ensure every device was accounted for, securely handled, and correctly processed through final disposition while protecting confidential client information and sensitive financial data.
The solution
One centralized ITAD program for controlled logistics, serialized asset auditing, secure data destruction, responsible recycling, and revenue sharing.
1. Multi-branch coordination
Keystone coordinated directly with the banking firm and individual branch locations to establish pickup timing, local access requirements, and the expected equipment scope. This allowed collection activity to follow the firm’s technology refresh schedule on time without requiring internal teams to coordinate every pickup themselves.
2. Controlled collection and transportation
Equipment was safely removed through planned collection schedules and maintained as a location-specific lot through secure transportation and audited receiving at Keystone’s 24-hour video monitored ITAD facility.
3. Serialized asset tracking
To maintain a clear chain of custody, Keystone recorded every asset by serial number and category, linking each device directly back to where it came from. Bringing all asset collection records into one central system allowed the banking firm to easily match retired IT equipment with its internal records.
4. Secure data destruction and documentation
Keystone securely sanitized all data-bearing devices with certified data destruction methods. Documentation and data destruction certificates were provided to the banking firm through Keystone’s online client portal to verify that every data-bearing device was securely destroyed or permanently wiped.
5. Responsible disposition and value recovery
Keystone maximized value recovery without slowing down the deployment timeline by adding marketable IT equipment to a revenue-sharing resale program. Non-marketable assets were recycled with reporting supporting the firm’s asset-management and environmental requirements. Value recovery was incorporated into the process without taking priority over security, scheduling, or documentation requirements.
62,962
LBS of Equipment processed
7,130
IT ASSETs DISPOSED
101
BANK BRANCHES serviced
19
states covered
1
ITAD PROCESS
The outcome
A repeatable ITAD process that supported a nationwide technology refresh without sacrificing data security, asset accountability, operational continuity, or recovered value.
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