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The Challenge
A Chennai-based IT services company with 800 employees completed a data-centre decommission as part of a cloud migration project. The decommission produced 350 laptops from a workforce device refresh cycle and 12 rack-mount servers from the on-premises data centre — all containing residual data that could not be cleared immediately. The IT and compliance teams needed a documented, secure holding environment for these devices while data sanitisation reviews were completed and while new hire onboarding created demand for the refurbished laptops over the following months. Keeping the devices in the office was not an option — there was no secure, access-controlled space, and the open-plan floors had already been reallocated for hybrid seating.
The Solution
SafeStorage inducted all 350 laptops and 12 servers in a single day. Each laptop was photographed and barcoded against its serial number and IT asset tag. The 12 servers were inventoried at the rack-unit level with model numbers and serial numbers documented. All server hardware was stored in a biometric-access restricted cage bay. The 280 laptops cleared for reissue were stored in a separate ESD-safe bay, accessible to the IT team for dispatch to specific new hires on request. The 70 laptops identified for e-waste disposal were maintained in storage until the company's IT review was complete, then transferred directly to a CPCB-authorised e-waste processor with individual destruction certificates issued per device.
The Result
Over the following six months, 280 laptops were dispatched on a rolling basis to new hires across the company's Chennai and Hyderabad offices — each retrieved by serial number and delivered directly. The 70 disposal laptops and all 12 servers were cleared with CPCB destruction certificates, which the compliance team incorporated into their ISO 27001 audit evidence package. The SafeStorage chain-of-custody log — covering every device movement from induction through storage to final disposal or reissuance — was submitted as supporting documentation in the annual ISO 27001 audit and accepted without qualification.
"The chain-of-custody documentation SafeStorage provided was exactly what our ISO 27001 auditors required. We'd previously had no way to prove that decommissioned hardware was stored securely between decommission and destruction — this was the gap SafeStorage closed for us."
— IT Compliance Manager, Chennai IT Services Company