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Remote employee laptop retrieval: how to get devices back securely

Picture of Todd Leach, CCO
Remote Laptop Retrieval Guide | Synetic Technologies
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Short answer: send the employee a prepaid, pre-addressed return kit as soon as offboarding starts, track the return, wipe or destroy the data when the device arrives, and either redeploy it or resell it. A depot partner can run the whole loop so IT does not have to chase devices one by one.

Why remote retrieval breaks down

Devices sit in home offices after an employee leaves. Every unreturned laptop is a data risk and a lost asset. Shipping boxes one at a time eats IT hours, and without a record of what came back, nobody can reconcile the inventory.

A five-step retrieval process

  1. Trigger on offboarding. Tie the return request to HR's termination workflow so it starts on day one.
  2. Ship a return kit. Prepaid box, protective packaging and a prepaid label, sent to the employee's address.
  3. Follow up. Send reminders until the device is in transit.
  4. Check in by serial number. Record the device at intake and reconcile it against your asset list.
  5. Decide its next life. Wipe and redeploy to a new hire, or destroy the data and resell it.

What to look for in a retrieval partner

  • Return kits that work for office, field and remote employees.
  • Certified data destruction (NAID AAA) before any device is reused or resold.
  • Serial-level intake reporting.
  • Storage and redeployment, so a returned laptop can go straight to the next hire.
  • Resale of devices you will not reuse, with revenue shared back to you.

How Synetic handles it

Our box program handles distributed staff in the office, in the field and at home. Device Depot then stores, wipes, repairs and redeploys devices, and resells the ones you retire. You get serial-level intake reporting and a Certificate of Destruction for every wiped or destroyed drive.

See how Device Depot works ›

FAQ

Who pays for return shipping?

Typically the employer or its ITAD partner. Prepaid kits get much higher return rates than asking employees to find a box.

When is the data wiped?

After the device arrives and is checked in, before it is redeployed or resold.

Can returned laptops be reused?

Yes. After a certified wipe and any repairs, they can be reimaged and sent to new hires.