As with all technology, whether it's due to performance issues, security vulnerabilities or outdated hardware, AV systems have a lifecycle that inevitably comes to an end. But before you wave goodbye to your old equipment, there's an important question to ask: How are you going to ensure your systems are securely disposed of?
The data that’s passed through your AV systems over the years is a potential goldmine for hackers if not handled carefully. We’ve seen this scenario too many times: An old AV system gets thrown out, sold or repurposed, but sensitive data still lingers in its memory like the ghost of presentations past.
Here, we’ll discuss best practices for handling the end-of-life (EOL) phase of AV systems. From secure disposal to collaborating with clients on upgrading and deploying new systems, we’ll make sure your EOL process is as secure and well-thought-out as your next big product launch.
Change management: Your road map to a smooth transition
Before thinking about ripping out the old and bringing in the new, you need a solid change management process in place. It’s tempting to dive straight into the flashy, new system without a second thought for what happens to the old one. But change management ensures every step - from decommissioning old equipment to onboarding new solutions - is carefully mapped and controlled.
Change management involves detailed communication with all key stakeholders. You’ll need to coordinate with both IT and AV teams to ensure no one is left wondering: Where did the old system go? Or: Why isn’t the new one working as expected? It’s like preparing for a road trip. You wouldn’t jump in the car without checking your route and making sure there’s petrol in the tank.
Upgrades and meeting customer expectations
When planning for system upgrades, there’s another layer to consider: Your customers’ needs and expectations. Whether you’re upgrading in-house AV systems or delivering solutions to clients, it’s critical to collaborate from day one.
At Kinly, we work closely with our global clients to ensure their new AV systems not only meet their operational requirements, but also align with their security goals. There’s no one-size-fits-all when it comes to AV system upgrades, so understanding the specific needs of your users, how they work, what data they handle and what security measures they require, is essential.
Expectation management is key. Set realistic goals, communicate openly and you’ll ensure the upgrade process is as smooth and predictable as possible.
Find out more about Kinly's holistic approach to Solution Design, here.
The changing world of AV security: Prepare for the future
The AV security landscape is evolving rapidly, with increasingly sophisticated threats demanding a more comprehensive security strategy. One development is the rise of Extended Detection and Response (XDR), which provides an integrated view across multiple security layers, including AV systems, networks and endpoints.
At an AV system's EOL, adopting an XDR strategy can help your organisation gain full visibility into your security posture - ensuring that even as you transition from old to new technologies, you’re not leaving any blind spots behind. It’s not about replacing a single system; it’s about preparing for the future by taking a holistic view of your security strategy.
Don’t forget about supporting infrastructure. For example, can your network switches handle multicasts or the increased loads from newer technologies? What happens if you go viral – can you handle the load of well-meaning traffic that is becoming a DDoS?
Secure disposal versus wiping and reuse: Don’t cut corners
Throwing EOL AV systems into the skip is not an option. Your obsolete system could still contain sensitive data, ranging from recorded meetings to configuration files with login credentials. If those devices aren’t properly wiped or disposed of, you could be susceptible to a serious data breach. Remember, these systems could have been put in back when such things just weren’t considered in the AV space. Don’t judge (too much) – but be wary.
Two primary approaches to managing EOL AV systems:
- Secure disposal: This involves physically destroying storage components, ensuring that no data can ever be retrieved. It’s the most secure option and is a must for any system containing highly sensitive or regulated information.
- Wiping and reuse: If the system isn’t storing sensitive data and can be repurposed, wiping it clean with industry-standard data sanitisation tools is another option. This can be a more cost-effective choice, but it requires careful attention to ensure no data is left behind.
Whichever you choose, never overlook the disposal phase. Even if your old AV system is headed for the recycling centre, make sure it’s wiped clean first. A tiny slip-up could lead to major headaches down the line.
Communications and planning: Keep everyone in the loop
Clear communication is vital at every stage. You need to ensure everyone - from the IT team to your customers - knows the plan, understands the timeline and is prepared for any temporary disruptions.
Make sure you have a detailed communication plan in place before you begin transitioning. This includes communicating your disposal strategy and addressing any security concerns with stakeholders, especially those involving sensitive data!
Conclusion: End-of-life doesn’t mean the end of security
Just because an AV system has reached the end of its life doesn’t mean your security concerns stop there. In fact, the EOL phase is one of the most critical times to be vigilant. Whether you’re working on a large-scale upgrade or decommissioning a few small systems, every step must be carefully planned, communicated and executed.
By following a strong change management process, aligning your upgrades with customer expectations, embracing the future of security with XDR and ensuring the secure disposal or re-use of equipment, you’ll be fully prepared to handle the end of your AV system’s life without compromising on security.
Remember: EOL isn’t the end of the road, it’s the start of your next AV security adventure.
