Summary of this article

Traditional IT asset management, which relies on human awareness and operational rules, has limitations, such as its inability to detect risks during transportation or storage.
Therefore, a system for digitally recording and certifying the condition of the object itself becomes crucial.
This article will explain three use cases that are particularly prone to being overlooked in the disposal and maintenance of IT assets.

Introduction

Secure management of storage media removed from data centers or corporate server rooms until they enter the erasing and destruction process is a critical factor that determines the trust of IT asset disposal providers (ITAD) and maintenance companies.
Traditionally, operational rules such as double checklists, locking dedicated cases, and ensuring workers' awareness were common to mitigate risks. However, no matter how strict the management flow is, there is no way to detect physical incidents such as route deviations during transport or unexpected openings in the warehouse on the spot.
Once information leaks or loss occur, it takes an enormous amount of time to investigate the cause, and the company fails to fulfill its accountability to the client, posing risks of contract termination or fatal business damage.

Therefore, what is required in current confidential asset management is a step beyond a system dependent on human attention, and instead of a system where the object autonomously records its position and status on a dashboard, it is a system of 'objective data-driven security proof.'

Macnica 's "Macnica Tracks" is a solution that eliminates blind spots in collection logistics and achieves the highest level of governance.
In this article, we will introduce its features and specific use cases.

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Transport/Storage Condition Monitoring and Tracking Service - Macnica Tracks®

Qualcomm® QTS110 - a tracking device that can monitor the status of "location," "temperature and humidity," "shock," "lost/lost/theft," etc.

Small and thin card-sized location tracking device - Qualcomm® QTS112 -

Unlike traditional trackers that simply record where an asset is located, this app is specifically designed to capture "physical changes" that occur to an asset and notify users via a management dashboard.
In the field of IT asset disposal and on-site maintenance, the following three features are particularly powerful assets, making it possible to achieve a high level of transparency in the recovery process, which was difficult to achieve with previous manual operations.

① Multi-sensors that don't miss internal fraud or accidents
It has built-in sensors that detect tilt, vibration, shock, and even illuminance (light).
This ensures that any movement that could indicate loss or theft of internal parts, such as the unexpected opening of transport bags or unnatural tilting or impact of server racks, is detected without fail.

② Tracking capabilities that transcend national borders
With a built-in global SIM card, it supports roaming in over 200 countries worldwide.
It is possible to continuously monitor reused goods throughout the export process overseas and even during long-distance cross-border transport.

③ Wireless design to minimize the burden on on-site staff
With communication every 15 minutes, it supports long battery life of approximately 60 days (may vary depending on the communication environment), and requires no power supply work or complicated wiring.
Simply by placing or attaching it to a returnable container or management pouch, you can start sophisticated "object-based monitoring" from that moment on.

Use Case

Now, let's look at three use cases for MacnicaTracks®.

Use Case 1: [IT Asset Collection and Transportation] Ensuring traceability without relying on secure courier services for nighttime or emergency spot jobs.

In IT asset recovery operations from large corporations and government agencies, specialized secure transportation provided by major logistics companies is extremely effective. However, it is costly, difficult to handle at night or on short notice, and in urgent recovery cases, vehicles may not be available in time.

Under these circumstances, transportation is forced to be carried out using conventional delivery methods or company-owned vehicles, but the vulnerability of the management system is a problem because progress during transport relies on driver reports. However, by including Macnica Tracks® in returnable containers, a high level of security management can be achieved inexpensively and quickly.

① Complete digitization of the movement process
From the moment the collection box leaves the customer's location, the dashboard automatically visualizes the route it has taken and its current location.

② Detection of route deviations and prolonged stops
The system recognizes that delivery has begun when it passes a pre-registered location and records the route. Oncedelivery starts, the time spent at each registered location is displayed.

③ The "thing" itself transmits information.
In the unlikely event of vehicle trouble or suspicious activity during transport, the asset equipped with the QTS110 terminal will continue to transmit its location. This allows for accurate assessment of the situation on site and establishes a system for quickly addressing information leakage risks.

Usage Scenario 2: [Preventing Loss During On-Site Maintenance and Collection] Preventing loss of replaced media (HDD/SSD) during the collection process.

System maintenance work is performed in data centers and corporate server rooms. If it is not possible to destroy the old HDDs, SSDs, and other confidential media that have been replaced on-site, workers may carry them back to their own office or disposal facility in special bags or cases.

This "travel time" presents a major security blind spot, constantly posing a risk of confidential information leaks due to human error such as leaving items behind or theft on public transport.
In such cases, by including the QTS110 terminal in the media management case and performing status monitoring with Macnica Tracks®, you can build a robust tracking system without changing manual operational rules.

① Log record from departure to arrival
The entire journey of a worker, from departure from the customer's location to arrival at their destination, is automatically recorded as an objective travel route.

② Early detection and location identification in case of loss
In the unlikely event that a bag containing assets is lost or sent to the wrong recipient, its location can be identified. This enables a swift initial response to the risk of information leakage.

③ Retrofit implementation that does not disrupt the workflow
The device requires no special setup or wiring; it functions simply by being placed in an existing carrying pouch. It does not add any extra work for on-site workers, such as complicated scanning procedures.

Application Scenario 3: [Temporary Storage/Warehouse] Light-based detection of "unauthorized opening/replacement" of servers awaiting data erasure.

A temporary storage warehouse where recovered IT assets await data erasure or physical destruction.
Although security cameras are installed here and access control is in place, it is difficult to determine from the video footage alone whether an action is a "legitimate verification process" or an "illegal removal of internal parts or storage devices" because people involved in the business come and go on a daily basis.
Furthermore, there was a lack of methods to detect if parts were swapped during the short storage period before the data was completely erased.
In these cases, the QTS110 terminal can be packaged inside the server chassis or storage case, and its status can be monitored using Macnica Tracks®, eliminating the black Box issue within the warehouse.

① Opening detection using an illuminance sensor
The system detects even the slightest flash of light the moment a server lid is removed or a storage container is pried open, and reliably records "when and where it was opened" as a log.

② Strong psychological deterrent against misconduct
The very existence of a system where "opening a box leaves a digital record" acts as a powerful deterrent, preventing the risk of fraud by employees or external workers within the warehouse.

③ Responding to compliance requirements
For audits by client financial institutions and large corporations, we can provide log data demonstrating that the data was properly managed, including not only the deletion process but also the storage conditions while awaiting processing.
This allows you to meet compliance requirements and build a competitive advantage over other companies.

Why Macnica Tracks® is the choice of IT asset management professionals

"Monitoring based on physical objects" and "reliable tracking" were not possible through post-incident reporting or manpower checks alone.
This article explains the three strengths of Macnica Tracks®, which are chosen by security and governance professionals.

lastly

By implementing Macnica Tracks®, you can present the client company with "objective factual data" that tracks the entire process from the moment the media is received until processing is complete, free from human subjectivity.
Beyond the immediate security provided by the data erasure process, our track record of demonstrating the security of the entire process​, from logistics to storage, through physical evidence, transforms into a powerful tool for clearing even the most stringent audit requirements of financial institutions and government agencies.
The fact that it doesn't require any special system installation work and simply involves "adding terminals to existing collection boxes or pouches" without disrupting on-site workflows is another advantage that significantly lowers the barrier to adoption.

Macnica Tracks® is a powerful tool for differentiating your information assets from competitors by demonstrating robust governance as a professional in maintenance and disposal.
We encourage you to utilize this groundbreaking new approach, which is revolutionizing security practices, in your company's next strategic endeavors.

FAQ

Q. What is the battery life (how long does the battery last)?
A. With one communication per day, it can be used for approximately one year. However, the period may vary depending on the power consumption and communication environment at the installation location.

Q. Is it possible to switch to high-frequency communication when the movement of an object is detected?
A. Yes, it is possible to switch between them.

Q. Can I communicate without any problems even in sparsely populated areas?
A. This product uses Cat-M technology, so it can be used without any problems in areas where LTE signals are available. Compared to other LPWA technologies such as LoRa and Sigfox, it has a wider coverage area, making it ideal for use in sparsely populated areas.

Q. Is it possible to track the item even if it is taken overseas?
A. It can be used in approximately 200 countries worldwide. However, it is excluded from some areas where it is not available, such as China.

Q. In what format will alert notifications be sent?
A. You will receive an alert email at the email address you provided.

Q. Are there any smaller models available? (Regarding ease of installation on the object being monitored)
A. We apologize, but we only offer the current model.
This product is palm-sized and designed to be installed almost anywhere. However, if you have any concerns, we can lend you a demo unit or discuss whether it can be installed on your actual security target.
Please feel free to contact us.

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Inquiry

Macnica Tracks® can be deployed and tested starting with just one unit. Why not start by conducting a Proof of Concept (PoC) on a specific asset or site to confirm its effectiveness?

"We want to know if it can be integrated into our company's services." "We want to discuss which use cases would be most effective."
Our expert staff will provide concrete proposals to address such requests. Please feel free to contact us using the form below.

Frequently asked questions (FAQ)

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