Data Identification and Classification
- Determine the type of data to be removed, classifying it based on sensitivity and importance to ensure appropriate handling.
- Review data retention policies to confirm that the data can be legally and safely deleted.
Backup and Archiving (if necessary)
- Create backups of the data if it might be needed in the future or for legal/compliance reasons before deletion.
- Store backups securely, ensuring they are protected and accessible only to authorized personnel.
Secure Deletion
- Use data wiping software on laptops and standalone computers to overwrite the storage space multiple times, making data recovery impossible.
- For servers and systems, employ tools that can securely erase data from specific directories or entire drives.
- In databases, use data deletion commands (like DELETE in SQL) to remove records. For complete sanitization, consider purging (permanent deletion of data without the possibility of recovery) or using tools to overwrite deleted records.
Physical Destruction (if necessary)
- For decommissioned hardware, like old laptops or servers no longer in use, physical destruction may be necessary. This can involve shredding hard drives, crushing, or incinerating devices to ensure data cannot be recovered.
Verification
- Conduct audits to verify that the data has been completely removed and cannot be recovered.
- Use data recovery tools to test whether any deleted data can be retrieved from the system, ensuring the deletion methods are effective.
Documentation
- Maintain logs and records of the data deletion process, including details of the data removed, the method of deletion, and verification of data destruction.
- Document compliance with relevant data protection and privacy regulations, showing that data was handled and destroyed properly.
Policy and Procedure Review
- Regularly review and update data deletion policies and procedures to adapt to new technologies, changes in legal requirements, and evolving best practices in data management and security.
Best Practices
- Utilize data erasure standards like the U.S. Department of Defense (DoD 5220.22-M) or the National Institute of Standards and Technology (NIST) guidelines for data sanitization.
- Ensure that all personnel involved in data deletion are trained and aware of the importance of secure data handling and the potential risks of data breaches.
- Consider the environmental impact of physical destruction and dispose of electronic waste responsibly.