Streamlining hardware asset management across a national workforce

Customer challenge

A leading insurance provider needed a trusted partner to simplify and optimise its workstation management process for a geographically dispersed workforce of 3,600 employees. The organisation sought to reduce complexity, achieve cost savings, and strengthen lifecycle management— from ordering and deployment to secure retrieval and end-of-life processing. Automation was also critical to enable real-time tracking, maintain security compliance, and recover maximum asset value.

The solution

Building on an existing relationship as the company’s core records management provider, Iron Mountain implemented a comprehensive hardware asset management program managed from its secure Brampton, Ontario facility. Key components included:

• Remote Returns: Secure retrieval of remote-worker devices for efficient collection and return.
• Automated ordering & tracking: Integration with the customer’s ServiceNow instance to enable seamless ordering, tracking, and lifecycle visibility.
• Deployment services: Rapid, secure distribution of new equipment to employees across Canada.
• End-of-life services: Certified data destruction, remarketing, and recycling to maximise residual value and ensure compliance with strict security standards.

Business impact

Iron Mountain delivered a centrally managed, end-to-end process that improved security, reduced operational complexity, and enhanced cost efficiency.

• Improved employee experience: Faster deployment of new equipment ensured employees received the technology they needed quickly and securely.
• Lifecycle ROI: Assets were redeployed internally when possible and remarketed at end of life, unlocking value and reducing capital costs.
• Full visibility & compliance: Comprehensive reporting and Certificates of Sanitisation provided audit-ready documentation and peace of mind.
• Trusted partnership: Building on an established relationship, Iron Mountain’s solution strengthened confidence in IT asset lifecycle management and data security practices.