Data Destruction Policy and Procedures – Standard Guide

Summary: In this on-going scenario, where the data is stored in computers and online. Organizations are understanding the importance of data security to protect sensitive information. Even if you delete the data from your device, it is stored in your hard drive. So, there are chances that your data is exposed by any unauthorized access. In order to protect your data, organizations are taking initiative to put a data destruction policy into the act to protect the business. It is very essential to ensure safe data disposal and reduce the risk of data breaches and online frauds. So, in this article we will go through the various key components and implement best practices for effective data destruction management.

Understand What is Data Destruction Policy?

A data destruction policy is the official testimony and procedures that an organization follows to achieve secure data destruction and stay complaint. This policy protects sensitive data from unauthorized access by instructing employees to maintain data privacy and regulatory compliance. Firstly, we will discuss the need of following data destruction procedures.

Why Do We Need to Implement Data Destruction Policy?

If you fail to implement data destruction policy, then you put the business into risk that can damage the business reputation and operations. As, it creates the extra layer of protection for sensitive data and deletes irrelevant data by defining a data destruction process. Moreover, companies are getting touch with new hardware, they need a policy to dispose of old data. The policy should have the ability to manage outdated hardware, e-waste disposal and follow environmental regulations. The policy must outline specific data backup methods and schedules.

Key Components For Effective Data Destruction Policy

In this section we will analyze the key components of data destruction policy in order to secure data erasure and maintain data policy:

1. The Scope and Purpose of the Policy: There are various aspects for having an effective data destruction policy like you must have the defined scope with clarity into why the policy is needed, to whom the policy is applied and the purpose should be clear for the person who are affected are on the same line.

2. Identify the Type of Data to be Destroyed: In simple words, data means information which is recorded in the system. Identifying the specific data types for destruction, such as client files, accounting records, and employee data, is crucial. This clarifies whether data destruction applies to cloud storage or physical copies and addresses the need for destroying archived online data.

3. Layout of How the Data will be Destroyed: Identifying the data is a very crucial part in order to know which data is to be destroyed. It depends on the data type. You can destroy electronic data through deleting, reformatting, or degaussing. You can destroy physical data through shredding, burning, or recycling.

4. Assigning Responsibility for Destroying the Data: An organization has the option to destroy the data internally, or they can hire a data destruction company. If they are doing it internally, then they need to have expertise.

When choosing a data destruction company, you need to consider certain criteria:

• Ensure a Safe custody to prevent data from going into the wrong hands.
• Verify that the company is providing you the certificate of confirming data destruction and no data breaches.
• Review any contractual obligations that restrict transferring certain data to a third party for processing and determine if consent is required.
• Confirm the company has the insurance to cover incidences of a mishap with your data and they have strong security measures.

5. Transfer of the Data: This Clause specifies how data should be transferred to the person who is responsible for its destruction on-site or off-site, and who is responsible for collecting the data for destruction purposes.

6. Timelines for Destroying the Data: Regularly destroying unnecessary data in organization is crucial for cost-effectiveness as it helps reduce storage and archival charges. An effective data destruction policy should include specific timelines for data destruction and ensuring compliance with Kenyan Laws. Section 23 of the Tax Procedures Act mandates keeping tax records for five years after the reporting period ends or as specified by tax law.

7. Data Retention / Archiving: The Policy should clarify if some data will be kept due to circumstances such as the high cost of destruction. It should outline the criteria for deciding which data to retain, and whether authorization requires or not to keep it.

8. Consent for Destroying the Data: It’s crucial for an organization to obtain written consent before destroying data, such as client files. This policy should inform clients and secure their consent before undertaking the destruction process. Organization may include a “Return or Destruction of Information Clause” in its contracts with third parties.

9. Certificate / Data Destruction Custody Report: In any data destruction process, whether done on-site or by an external company, a certificate of “no copies retained” is crucial. It helps the organization to cover its tracks to take legal actions,

10. Environmental Sustainability: This ensures the organizations follow environmental laws and procedures. So, that the destruction process is environmentally sustainable to guarantee minimal environmental damage.

Abide with Data Destruction Policy Through Best Practices

Listed below are some of the best practices to effectively follow data destruction policy:

1. Purpose Statement: Create a clear goal statement with quantifiable success metrics wherever possible.
2. Application Scope: Maximize the policy’s scope for comprehensive coverage against unforeseen and emergent circumstances. Define a tiered implementation for optimal results via input efforts and resources.
3. Media Control: The policy can recommend using automated tools to improve media control. Integrating the data destruction workflow with business systems like ERP can be very useful, especially if your organization handles a large number and variety of data-bearing devices.
4. Roles & Responsibilities: The policy should have a diagram that explains how all roles relate when you are destroying data.  Moreover, this can help in general overview by which responsibility are assign and how they escalate certain cases.
5.  Verification: Random testing should be done by people who are not involved in the original data destruction. For a more strong verification process you can use a different verification method.
6. Documentation: The data destruction policy should require a “up-to-date” repository of data destruction reports and certificates for each device. Therefore, it should mandate using professional tools to automate documentation and ensure 24×7 access. Additionally, including cloud-based records can allow failsafe compliance.
7. Test Implementation: The organization might decide to test it before finalizing on data destruction policy to identify any gaps or issues. Further, we can incrementally deploy this during various phases and scales, allowing for continuous improvement.
8. Policy Review & Updates: Implement a standard review process for the policy to ensure its alignment with evolving data privacy laws, contractual changes, and business expansion into new geographies or market segments. So that the finely written policy will always be current and applicable in today’s ever-changing data privacy landscape.

Benefits of Data Destruction Policy

It is important for managing your data process smoothly. Listed below are the advantages to look for:

• A data destruction policy sets a data removal routine and free up storage space. We can easily automate the destruction process and define which data to keep and destroy.
• The policy prevents accidental deletion of important data. This tool handles sensitive data according to strict rules. Therefore, it will prevent accidental erasure or deletions with sensitive information.
• A data handling policy ensures accountability. In case of data breaches, a policy will protect all parties and identify the source of the data breach.
• Regularly deleting data helps you to reduce the cost of purchasing more storage devices.
• You protect your company from fines and penalties, when you follow data laws and regulations.

Automated Solution to Effectively Match Data Destruction Policy

Implementing a robust data destruction policy is very important for the organization to protect sensitive data and stay compliant. Nowadays, data breaches and online frauds are at his peak. So to avoid this, you can opt for SysTools Data Wipe Software  aligning with data destruction policy. This tool permanently erases sensitive data, preventing data recovery. Also, it has compliance with more than 20+ global standards like NIST, DoD, ISO etc. It can wipe data from multiple storage devices and overwrite complete data with different wipe methods.

Final Verdict

Data destruction policy is important for protecting sensitive information and ensuring compliance and staying compliant. Organizations can effectively manage the disposal of data and prevent data breaches by respecting the rules and occasionally revisiting the policy concerning it. Observing strict rules for destroying data is an indication of being mindful of the safety of one’s own information at heart hence building trust among customers as well as other people involved in it.