We all tend to keep a lot of data because the information may be useful in the future. But storing large amounts of data is not effective, and sometimes even violates laws and regulations. How do you securely delete exactly the information that is no longer needed?
Create policies and procedures about information disposal. Consider topics such as: when data should be deleted; what techniques are used to delete information (digital and print); who is responsible for data deletion; and how practices are documented and monitored.
Use reliable techniques to erase information. When transferring information, choose certified software. Use strict procedures to erase data from devices such as hard drives. Select a certified service provider to have paper documents and unused hardware destroyed.
Pay attention to obsolete hardware. Storage media, such as hard drives, USB sticks and tapes, should be securely destroyed when no longer in use. Shredding, for example, is an option for the complete destruction of a hard drive.
Control the disposal of information. It is important to document and monitor the work processes for the removal and destruction of information. This is possible through, for example, logging of data deletion, periodic audits of established procedures, and checks on the accuracy and completeness with which information is deleted.
Ensure employee awareness. Employees play a key role in the proper handling of data deletion. Therefore, educate employees on why information should be deleted and what they can do about it. Practical advice might include regularly cleaning out the e-mail box, periodically emptying the digital recycle garbage can, and always shredding paper documents.
