In our previous article, we discussed what types of sensitive data can remain stored on office devices.

This follow-up article provides practical steps for preparing devices for resale, recycling, or disposal. These steps ensure that no configuration files, credentials, or confidential data are left behind.

The checklists below outline the essential steps for safely wiping and deregistering common categories of office hardware.

Disclaimer

Although we strive to offer thorough and precise guidance, procedures may differ among manufacturers, models, and firmware versions.

Always consult your device’s official documentation or vendor support before performing resets or data wipes, especially for equipment that stores business-critical or regulated information.

This guide is intended as a general security reference and is not a replacement for manufacturer-specific instructions or certified data destruction standards.

Printers

Multifunction printers (MFPs / All-in-Ones)

1. Back up and remove configuration data

• Export address books, fax logs, and authentication settings if needed.
• Document network configuration details (IP address, Wi-Fi SSID and password, etc.) if the device will be reused internally.

2. Disconnect integrations and online services

• Unlink from any connected cloud or email services (Google Drive, OneDrive, Dropbox, SMTP server).
• Terminate vendor maintenance programs such as HP Instant Ink or similar subscription services.
• Remove the printer from the vendor cloud account or management portal (HP Smart, Canon Business Print, Epson Connect, etc.).
• Disable LDAP/Active Directory authentication and delete all stored user accounts.

3. Clear stored and cached data

• Delete or overwrite all print, scan, and fax histories, as well as cached documents.
• Delete saved network settings: Wi-Fi SSID, passwords, IP configurations, and proxy details.
• Run the manufacturer’s data erase or secure HDD overwrite function (Ricoh, Canon, HP, Kyocera, etc.).
• If applicable, format or replace the internal hard drive or SSD.

4. Reset and update

• Perform a factory reset from the service or admin menu.
• Apply the latest firmware update (if available) to ensure all known vulnerabilities are patched.
• Remove or reset any admin passwords and SNMP (Simple Network Management Protocol) community strings to default.

5. Physical disposal

• For high-security environments, remove internal storage drives before recycling or destroy them using approved media destruction methods (e.g., shredding or degaussing).
• If someone has placed a sticker with your office credentials on your printer (not to be confused with the factory sticker that provides default access), be sure to remove it. 

Regular printers (laser/inkjet, single-function)

1. Remove stored credentials

• Delete Wi-Fi SSID and password; clear network settings.
• Remove secure-print authentication PINs or stored jobs.

2. Reset to factory defaults

• Use the manufacturer’s reset function to wipe settings and job logs.

3. Firmware and connected accounts

• If the printer is registered in a vendor account or cloud service, deregister it (e.g., HP Smart, Epson Connect, Canon PRINT).
• Terminate any active maintenance or subscription services (e.g., HP Instant Ink, Epson ReadyPrint, Canon Auto Replenishment).
• Update to the latest firmware before disposal if available, to ensure all vulnerabilities are patched.

4. Physical handling

• If the printer contains removable or internal storage (e.g., memory cards, SSDs, or HDDs), remove or securely wipe them before recycling or resale.

Label or receipt printers

1. Delete stored content

• Remove all stored label templates, logos, and layout files from internal memory.
• Clear recent print history and cached images if accessible via the device menu or software utility.

2. Remove network credentials

• Delete saved Wi-Fi SSIDs, Ethernet settings, and passwords from the configuration menu.
• If the printer was connected via Bluetooth, unpair it from all linked devices.

3. Disconnect from online services

• Unlink the device from any cloud or remote management platforms (e.g., Zebra Print DNA, Epson Cloud Solution PORT, Brother b-PAC).
• Terminate any active fleet or maintenance subscriptions if applicable (e.g., automatic firmware or label template sync services).

4. Factory reset and firmware check

• Run a full factory reset to clear any remaining settings or user data.
• Update firmware before disposal if a newer version is available, ensuring known vulnerabilities are patched.

5. Verify successful reset

• Print a configuration or status label and confirm that it shows only default network settings – no stored SSIDs, templates, or user data.

Network Equipment

Wi-Fi routers and gateways (often combined with modems):

1. Backup configuration only if the device will be reused within your organization.
2. Disconnect from cloud or ISP management accounts (e.g., TP-Link Tapo, Netgear Insight, AVM MyFritz).
3. Reset to factory settings using the hardware reset button or web interface.
4. Manually clear logs if supported (DHCP leases, connected clients, activity history).
5. Verify reset by logging in and confirming that admin credentials and custom settings have been removed.
6. For cellular routers: remove any SIM card (LTE/5G) and dispose of it separately.

Network switches:

1. Back up configuration if needed, then securely delete it once documentation is complete.
2. Unregister the switch from management platforms (Cisco Meraki Dashboard, Aruba Central, UniFi Controller, etc.).
3. Erase the startup configuration and VLAN data using the command-line interface (CLI):
   • Example (Cisco syntax): “erase startup-config”, “delete flash:vlan.dat”, “reload”.
   • On modern systems, use the vendor’s “factory default” or “zeroize” command to remove both running and startup configs.
4. Reboot the device to complete the reset.
5. Verify cleanup: confirm there are no VLANs, SNMP strings, user accounts, or admin passwords remaining.

Access points:

1. Unlink from controllers or cloud systems (e.g., UniFi Network, TP-Link Omada, Aruba Central, Cisco Meraki Dashboard).
2. Remove authentication and network data:
   • Delete any stored RADIUS, WPA-Enterprise, or certificate-based credentials.
   • Remove static IP settings if configured manually
3. Perform a full factory reset: Use the physical reset button or the console command for your platform (e.g., “restore-defaults”, “sysreset”, or “erase-config”). Wait until the device fully reboots and broadcasts its default SSID or setup network.
4. Verify cleanup
   • Confirm that all SSIDs, passwords, management accounts, and VLAN mappings are cleared.
   • The AP should now appear as unadopted or “ready for provisioning.”.
5. If reused internally: re-adopt under new controller with fresh credentials; apply updated firmware before putting it back in production.

Firewalls and Unified Threat Management (UTM) devices:

1. Export needed configuration for documentation (if required).
2. Unregister from cloud management services (FortiCloud, Sophos Central, WatchGuard Cloud, etc.).
3. Remove all user accounts, VPN profiles, and stored certificates or keys.
4. Run a secure wipe or factory reset from the console or web interface.
5. If recycling the unit: remove or destroy internal storage (HDD, SSD).
6. After reset, verify that no configuration files, logs, or credentials remain.

Network Attached Storage (NAS) devices:

1. Back up required business data first.
2. Disconnect from all cloud sync and backup services (Dropbox, Google Drive, OneDrive, Backblaze, etc.).
3. Remove all user accounts, shared folders, and access permissions.
4. Delete encryption keys and disable scheduled backup or sync jobs.
5. Run a full factory reset and secure erase of all drives using built-in utilities (Synology DSM, QNAP QTS, TrueNAS).
6. If drives are recycled separately: use certified multi-pass overwrite or physical destruction.
7. Unregister the NAS from any vendor portal or management account.

Voice over Internet Protocol (VoIP) gateways / Phones / Private Branch Exchanges (PBXs)

1. Export any necessary configuration data, then delete call logs and local backups.
   1. Unregister the device from cloud or VoIP platforms (e.g., Zoom Phone, Webex, Microsoft Teams).
   2. Remove all SIP credentials, user accounts, and admin logins.
   3. Perform a factory reset via device menu or console interface.
   4. If the device stores data locally (e.g., voicemail or recordings), securely delete or overwrite those partitions.
   5. Verify reset: confirm the default admin credentials are restored and no prior accounts remain.

Conferencing Equipment

Cameras and Video Conferencing Units (e.g., Logitech Rally, Poly Studio, Cisco Webex Room, Yealink MeetingBar):

1. Back up essential settings (room presets, camera positions, firmware configs) if the device will be reused internally.
2. Unlink all connected cloud accounts (Zoom, Microsoft Teams, Webex, Google Meet, etc.).
3. Remove stored network information: Wi-Fi SSID, passphrase, and proxy settings.
4. Delete logs and call history via the web interface or management console.
5. Perform a factory reset through the system menu or physical reset button.
6. Check for connected USB drives or SD cards (used for recordings, firmware updates, or log exports) and securely wipe or destroy them if present.
7. Reboot and verify that the setup wizard appears on startup, confirming all data has been removed.

Smart Whiteboards and Collaboration Displays (e.g., Microsoft Surface Hub, Samsung Flip, Cisco Board Pro):

1. Back up any important notes, drawings, or whiteboard files if needed.
2. Sign out all user profiles and disconnect linked accounts (e.g., Microsoft 365, Google Workspace, OneDrive, SharePoint).
3. Delete all stored meeting data, annotations, screenshots, and cached files.
4. Unenroll the device from management platforms (e.g., Microsoft Intune, Samsung Knox, Google Admin Console).
5. Clear network configurations including Wi-Fi, VPN, and proxy settings.
6. Perform a full factory reset and reinitialize to ensure all cached credentials are wiped.
7. Verify reset: the device should display the setup screen on startup, with no previous data or accounts present.

AV Systems / Controllers (e.g., Crestron, Extron, AMX, Kramer, Q-SYS):

1. Export configuration files if they are needed for internal reuse or documentation.
2. Remove all admin or root accounts and, if required, create a temporary service login for the reset process.
3. Delete stored API keys, scheduling credentials, and automation scripts.
4. Unlink integrations with room booking systems (e.g., Exchange, Google Calendar).
5. Perform a factory reset or full wipe via the management interface.
6. If the system includes internal or removable storage (e.g., SD cards), remove or securely erase it.
7. For cloud-managed controllers: deregister from vendor portals (e.g., Crestron XiO Cloud, Extron GlobalViewer).

Wireless Presentation Systems (e.g., Barco ClickShare, Crestron AirMedia, Mersive Solstice):

1. Unregister the device from any cloud management platform (e.g., Barco XMS Cloud, Mersive Solstice Cloud).
2. Delete all stored network data: SSIDs, passwords, and pairing information.
3. Clear local content such as cached thumbnails, presentation files, or logs.
4. Perform a factory reset via the web interface or physical reset button.
5. Unlink any paired dongles or buttons, then re-pair under new ownership if required.
6. Disable analytics or telemetry features to prevent further data collection.
7. Verify reset by connecting and confirming the default SSID or setup page is displayed.

Other Devices

Smart TVs, Commercial Displays, and Media Players (e.g., Samsung Smart Signage, LG webOS, Sony Bravia Professional, Apple TV, BrightSign, Chromebox, Android TV boxes):

1. Sign out of all user and administrator accounts (Google, Samsung, Apple ID, CMS login).
2. Unlink the device from cloud dashboards or management systems (MagicINFO, LG ConnectedCare, Android Enterprise).
3. Delete all locally cached content such as videos, presentations, or dashboards.
4. Clear network configurations, including Wi-Fi credentials and proxy settings.
5. Perform a full factory reset through system settings.
6. For Android-based devices: clear all app data and disable developer options.
7. Verify cleanup: confirm the device no longer appears in remote management or MDM consoles.

Lighting and Room Automation Gateways (e.g., KNX IP Interface, Lutron Caseta/RA3, Philips Hue Bridge, Crestron, Extron, or other room control gateways):

1. Export configuration files or automation scenes if they will be reused in another environment.
2. Unlink the gateway from building or facility management platforms.
3. Remove administrator accounts and API tokens used by mobile apps or automation systems.
4. Delete all stored network credentials and integration keys.
5. Perform a factory reset via the web interface or hardware reset button.
6. Disconnect the device from cloud services (e.g., Hue Cloud, Crestron Fusion, Alexa for Business).
7. Verify reset: confirm the gateway no longer appears as online in any management console.

Cloud Management Portals (e.g., Barco XMS Cloud, Logitech Sync, Cisco Webex Control Hub, Samsung MagicINFO, Zoom Device Management, Microsoft Intune):

Even though these aren’t physical devices, cloud portals store sensitive metadata, credentials, and enrollment records for every connected system. Before decommissioning or selling hardware, ensure that the associated management portal is also fully cleaned up.

Steps:

1. Identify all enrolled devices, such as cameras, displays, whiteboards, and network equipment.
2. Remove or deactivate each device in the portal before physical disposal.
3. Revoke API keys and integration tokens used to connect to third-party platforms (e.g., Teams, Zoom Rooms).
4. Delete or disable outdated administrator and service accounts.
5. Purge logs and telemetry data if they contain identifiable or usage information.
6. If closing the account entirely: export necessary records, then request permanent account deletion from the vendor.
7. Perform a final audit: confirm that no orphaned devices, credentials, or residual data remain linked to your organization.

Conclusion

Safely disposing of or selling any connected office equipment means more than just pressing “Reset.”

Every device — from printers to lighting hubs — may store credentials, cached content, or integration tokens that could compromise your environment if overlooked.

Structured wipe and deregistration procedures ensure that your organization’s data leaves with you and not with the device.