Confidential Asset Recovery & Lease Management for Multi-Office Law Firms
At a glance
A large national law firm needed one accountable partner to coordinate IT asset recovery across its office network while maintaining control of serialized equipment, data-bearing devices, and changing equipment lease return requirements. With equipment moving between the firm’s headquarters and regional offices, the process also needed to protect confidential client information, sensitive case materials, and the firm’s confidentiality obligations.
Keystone developed a centralized ITAD program that combined regional office packaging and shipping, a high-volume headquarters pickup, secure processing, serialized inventory management, and recurring lease returns from one controlled inventory.
THE CHALLENGE
Recover, track, and renew IT assets across 10 law firm offices while managing recurring equipment lease returns.
The law firm needed an ITAD partner to:
- Process the full equipment population across multiple offices.
- Maintain a searchable, serialized inventory for every device.
- Quickly locate specific leased assets without disrupting the remaining stock.
- Keep leased and client-owned equipment separate.
- Protect data-bearing devices that could contain client files and sensitive case materials.
- Coordinate recurring equipment lease returns without disrupting equipment that remained in inventory.
- Track processing, disposition, and lease activity for reporting.
With 1,756 assets moving through multiple regional offices and changing lease requirements, the firm needed a controlled process to ensure every device was accounted for, secured, and correctly returned or recovered while protecting client confidentiality and sensitive case materials.
The solution
One controlled ITAD process for multi-office collection, secure processing, inventory management, and recurring equipment lease returns.
1. Transport-ready packaging and preparation
Laptop divider boxes were shipped to regional offices so equipment could be protected and packed consistently before transportation.
2. Safe and secure collection
Keystone managed inbound and outbound shipping for nine regional offices and coordinated a high-volume equipment pickup from the firm’s Philadelphia headquarters.
3. Serialized inventory and controlled intake
A searchable, serialized inventory gave the law firm full visibility to track leased and client-owned equipment across offices and shipments. This precise tracking made it simple to locate and pull specific lease returns without disturbing the rest of the equipment.
4. Testing, data erasure, and classification
Equipment was tested, data was safely erased, and device condition was classified. Processing results were tied back to the corresponding serialized asset record, maintaining traceability throughout the ITAD process and supporting secure disposition and reporting.
5. Centralized reporting and visibility
Keystone generated centralized inventory, processing, disposition, and lease return reports, allowing the law firm to easily reconcile equipment and fulfill lease obligations.
6. Managed lease return waves
Keystone cross-referenced client serial lists against staged inventory to precisely pick, pack, and return specified units to the lessor, ensuring exact match compliance and zero return errors.
7. Separate recovery of client-owned assets
Non-leased equipment was identified and separated from leased assets. Keystone purchased eligible equipment under an agreed valuation process and documented the resulting disposition and credit, allowing the firm to recover value from assets.
1,756
ASSETS MANAGED
1,307
ASSETS ASSIGNED TO LEASE RETURNS
10
Regional offices serviced
1
itad process
The outcome
A controlled ITAD process that managed multi-office recovery and recurring lease returns without sacrificing data security, traceability, confidentiality, or recovery value.
Need one accountable ITAD program across every location?
