Asset Recovery Has Evolved - How the recovery of 9,200 devices from 3,300 locations for a cloud CRM was automated and tracked seamlessly

THE SITUATION

A leading cloud CRM had to cut over 7,000 remote employees. When off-boarding, they approached an Evercycle ITAD partner with an unheard-of ask. Nearly 10,000 corporate-liable laptops, smart phones, tablets, and desktops needed to be immediately recovered from each terminated employee. Over 6,000 return-kits, including return shipping labels, needed to be en-route to 3,360 locations within 48 hours.

It was requested that...

• optimal return kits dispatched to accommodate the various device combinations such as 2 phones and 1 laptop or even 2 tablets, 1 monitor, and 1 phone.
• depending on the device location, either ground or overnight shipping utilized to ensure quick delivery and optimal cost.
• confirmation on arrival for devices that were expected to be returned by each employee.
• unique identifiers to tie request tickets to shipments to the returned devices
  

The alternative: Before Evercycle, the ITAD partner stated this would be a show-stopper, typically requiring a significant amount of human decision, manual work, and added resources.

• For 4-5 months operators would be pulled from projects and temporary hires would be needed.
• There would be a high likelihood of human error and immeasurable customer support.
  

“We have a lot of other projects going on without additional resources. So, we’d otherwise sacrifice drowning the other departments, requiring many, many long hours and requiring OT for our teams… which was hard, everyone has families.”

- ITAD Project and Sustainability Manager

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What would success mean for our ITAD partner?

• Estimated $4.5M in revenue from this one recovery event
• Proof of scalability could help seal international business from customer
• A repeatable solution for the growing remote workforce dynamic
• A proven value-add advantage to gain even more new business

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Why is accountability, speed, traceability, minimal touch-points and return rate important?

When decommissioning corporate-liable devices for employee off-boarding, the more manual touch-points in the chain-of-custody and time before secure receipt and data erasure, the higher the risk of:

• Human error
• Incurred cost
• Data risk
• Non-compliance
• Lost value return
• Increased carbon footprint

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THE SOLUTION

Utilizing the Evercycle platform, the ITAD partner was able to exceed expectations without disrupting day-to-day operations, need additional resources, or ask employees to work overtime. In fact, it just took a few clicks. Using Evercycle’s bulk import feature, the device manifest was uploaded and the automated workflows took care of what would traditionally be a time-consuming, manual, error-prone process.

• Evercycle’s workflow management tools were used to set parameters for intelligent return routing, carrier service level rules, return packaging logic, custom shipping labels for instant return fulfillment.
• Evercycle’s automated real-time tracking and notifications kept all parties informed 24/7.
  
• The ITAD partner utilized Evercycles’ “quick-scan” receiving journal tool to instantly log received shipments and compare against what was expected.
• Progress was monitored, and results reported using the Evercycle intuitive dashboards.

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“We realized - lets bring all of our programs into this platform - streamline all of our workflows. With the ease-of-use with Evercycle, we can easily merge workflows with our partners - it is repeatable. This allows my team to take on more...our sales team can bring on more opportunities”

- ITAD Project and Sustainability Manager

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THE RESULTS

Economical

$288,000 in estimated labor cost saved

$4.5M estimated value recovered

85% end-user support reduction

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Workforce Efficiency

12,000 shipments created in less than 24 hrs - no manual data entry

6,000+ return-kits en-route within 48 hrs

Within 4 days: ITAD partner began receiving decommissioned devices.

5 months of time saved

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“You get what we’re trying to do. You understand what our customers are trying to do. It’s why we enjoy working with you. ...and Evercycle is specifically built for it.”

- Program Management & IT Services, ITAD

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Sustainability

105,600kg Carbon Emission Reduced

100% devices followed R2 certified disposition

0 additional resources needed

0 day-to-day disruptions

0 hrs overtime

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Governance & Compliance

Devices confirmed as received, data-wiped and reported within weeks

Compliant data-security protocols were followed

Minimal touch-points - No need for employee device aggregation by the customer or 3rd party before disposition

No reported end-user difficulty or human error

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“Evercycle is a huge time saving and a much better process than we had before. From a customer servicing point of view super easy for me to see status information and provide that to the customer”

- ITAD Project and Sustainability Manager

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