Secure removal of data or disposal of computing devices
Always use a formal data removal process to securely delete 3-Lock data before disposing of an old computer, smartphone or other mobile data storage device such as thumb drives. Normal "erasing" of files does not remove data from a storage device, it just tells the computer that the old data sectors are now available to be overwritten. The old data remains in place, and is thus a major security risk for data breaches and identity theft.
Read the Yale policy guidelines in place for:
Secure data removal
Please follow the steps below to ensure secure data removal
- Use recommended tools to delete 3-Lock data or to securely delete any other data.
- Read the Yale policy guidelines in place for the disposal of devices.
- If you store unencrypted Yale 2-Lock or 3-Lock data on your computer's hard drive, the drive should never be returned to the manufacturer or a non-Yale service center for repair or warrantee replacement. All data should be securely removed from hard drives before return to vendor for repair or replacement.
- If you have inherited a computer from a previous user, have your IT service provider reformat the hard disk and install a fresh instance of the operating system. That way you can be sure that you have not inadvertently inherited confidential data.
- If you have a multifunction printer (MFP) or multifunction device (MFD) that incorporates the functionality of multiple devices (e.g., printer, scanner, photocopier, fax, email) that is used to manage unencrypted Yale 2-Lock or 3-Lock data, the device should never be returned to the manufacturer or a non-Yale service center for repair or warrantee replacement unless 1) all the data has been securely deleted from the drive; or 2) you have a HIPAA Business Associates Agreement and/or data security contract language approved by Yale University Procurement & Office of the General Counsel implemented with the vendor.
- Always backup regularly and configure your computer files yourself, so that you understand what directories contain files, data, and email.
| Recommended tools to securely delete data | ||
|---|---|---|
| Safeguard | Reset passwords and wipe data Prepare the machine or device for re-deployment or disposal by removing your data and resetting your passwords. When data is physically removed and made unreadable, it lessens the risk of a data breach or identity theft. |
|
| Cost | Free | |
| How to get it | Ask your IT support provider for assistance. | |
| Windows: | Identity Finder or PGP may be used to to securely erase files (as both systems contain a secure deletion tool inside them).
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| Mac: | Delete data and use Secure Empty Trash (Mac OS X 10.3) or use the technique to zero all data on the disk | |
| PDA or Smartphone: | Before handing down or giving away an older model, make sure you reset the passwords and securely remove all data from the mobile device. | |
Disposal
Computers and peripherals may be of such age or condition that they cannot be used for their intended purposes. These computers and peripherals should be recycled. All electronic materials to be recycled should be referred to the Office of Environmental Health and Safety. Fill out the Universal Waste/Used Electronics Form available from the Office of Environmental Health & Safety website. Call the Yale Environmental Affairs Waste Request Line at 203-785-3551 for further information.
DO NOT just leave unwanted equipment in the hall, under a desk or in a closet. Complete the Universal Waste/Used Electronics Form for equipment pick up.
If applicable, please make sure equipment has been removed from the department inventory list.
