By Surplus Cascade · Updated October 25, 2026
Confirm who can authorize each asset.
Separate owned equipment from leased, financed, loaned and third-party assets before pricing or removal. Identify the person who can approve the sale and the person who can release equipment at the site. Surplus Cascade does not accept leased, financed or encumbered assets.
Build a room-level inventory.
Start by room or department, then identify complete systems and associated parts. Mark items to sell, retain, relocate or exclude. This avoids treating equipment in the same room as automatically included in the sale. Give uncertain assets their own review status rather than discarding their identity.
Prepare the premises and specialist work.
The site must be ready for the agreed equipment work. Confirm access, loading, utility status and site contacts. Identify process exposure, residual contents, cleaning and specialist disconnection. Allocate those tasks to the responsible site personnel or qualified providers before a collection window is fixed.
Assign data and confidentiality decisions.
Identify instruments, computers and controllers that store information. Agree who must retain records, who can authorize sanitization, whether media stays with the seller and what documentation is required. Discuss an NDA before sending restricted inventory information. Do not assume that a removed computer has been sanitized.
Write down the handover boundary.
List disassembly, packing, loading, freight, costs and responsibility for damage. Define any tidying separately. Building restoration, room repairs and work on engineering systems are outside Surplus Cascade’s scope. Large industrial machinery is excluded even when it is part of a larger facility inventory.
Use a short handover list
- Approved asset list, with retained and excluded items marked.
- Named person authorizing the sale and site release.
- Prepared access route and agreed loading arrangements.
- Utility and specialist work completed by the responsible parties.
- Payment, data, handling and required records agreed.
- Next action for equipment remaining on site.
Reconcile what leaves and what remains.
Use the agreed asset list at release. Record the next step for excluded items and keep any required transaction or processing records. A room being empty is not the same as the building being restored or all data requirements being met.
Review larger inventory buyouts, the inventory checklist and sale-route comparison before committing to a clearance scope.