When we accidentally delete something, it feels like the end of the world. If a client file or new presentation is deleted, you may have to start again. Oh no! Yet deleting files is not as permanent as you may think. When it comes to destroying data properly, you’ll want to take a more thorough approach.
Deleting items, or “trashing” them, doesn’t permanently remove them from computer memory. While the data is still stored on your device’s hard disk, it’s possible someone could restore that deleted data.
Data does reach a point at which it’s no longer useful, and you are no longer required to maintain it. Nevertheless, it may still be valuable to cyber criminals. Bad actors can use names, addresses, credit card numbers, banking accounts, or health data. You need a policy to destroy paper records, magnetic media, hard drives, and any storage media.
Your obligation to protect customer and staff information extends to properly destroying all identifying data. Installing a new operating system isn’t going to do it. Encryption doesn’t do the job if the cyber criminal can figure out the password.
Some industries require you to prove you have correctly destroyed all data. Even if you have no compliance standards to meet, carefully dispose of any computer-related device. Whenever you are recycling, discarding, or donating an old computer, disk drive, USB stick, or mobile device, make sure the data is already properly deleted or destroyed. Otherwise, criminals could get their hands on confidential business information.
Fully, Safely Destroying Your Data
So, what do we mean by “properly” destroyed? You know about shredding paper documents. You can actually do the same with some devices. You might send the computer or device to a company with a mega-shredder. When compliance matters, keep a record of the chain of custody of the data throughout the process.
Overwriting the data, often called zeroing, is another solution. No data is properly deleted until it’s written over – that’s where the information is hidden under layers of nonsensical data and cannot be retrieved through disk or file recovery utilities.
Think of this as writing three new books over the top of the pages of an erased book rather than just ripping the pages out.
With magnetic devices, you can neutralize the magnetism (degaussing) to break down the data. This scrambles up the data beyond recovery. A strong degausser will turn the device into a shiny metallic paper weight. An ultraviolet erase could be necessary for some erasable programmable memory. You might also need to perform a full chip erase.
If you’re really committed to destroying data, physically destroy the device. There’s the shredding solution, or you might actually pay to have the device smelted or pulverized.
Other Components to Destroy with Data
Don’t forget proper disposal of printers, too. Run several pages of unimportant information (maybe a font test) before destroying a laser printer. With an impact printer (if you still have one!), you’d want to destroy all ribbons, too.
One last element you might think about? Business monitors. You’ve probably seen a computer screen with information burned onto it. Before donating or recycling a monitor, inspect the screen surface and destroy the cathode ray tube.
Now, that’s what we call being thorough about properly destroying data. Need help with proper disposal of computer data or equipment?