Staging IT Assets for Disposal: Your Guide to Proper Storage
Data breaches in Canada and the US are growing at an alarming rate. The potential costs are huge, especially when you consider exactly what’s at stake: regulatory investigations, fines and loss of brand reputation.
Every electronic device becomes a potential liability for businesses and organizations at end-of-life. Do you know what happens to the data stored in your computers, laptops, cell phones, media tapes and hard drives after you’re done with the device? Or have you considered what could happen if this information ended up in the wrong hands?
Let us be your guide to proper storage of electronic devices at end-of-life to protect against theft or loss and reduce the risk of a potential data security breach.
Why stage materials?
It’s important to store your devices properly, even after reaching the end of their usefulness. Your business’s computers, servers or data storage devices may not work anymore, but it’s still critical to stage them properly to reduce privacy or environmental risks to your business.
Generally, this is a matter of removing devices from use and grouping or physically isolating the media within your secure facility; clearly labeling them as being approved for destruction.
Staging materials helps reduce risk
Every old electronic data device that sits in an unsecured storage room poses a data security risk and liability for your company. Text messages, email, forms, reports and documents can all contain highly sensitive personal, financial or trade information. Whether it’s personal information from specific clients or business information like account numbers, address information and phone numbers, it’s crucial to keep these devices in secure storage.
Staging IT devices in a secure place can reduce the risk of tampering and improper access while also providing proof of compliance.
How can I reduce these risks?
- Tampering: place secure containers in areas where security cameras record activity around them and instruct employees to report any evidence of tampering
- Improper access: monitor any unauthorized and authorized access from the old IT equipment and/or electronic data devices
You can also implement the following processes:
- Establish written policies around media disposal and handling
- Train employees and have them acknowledge the impact of proper management
- Internal auditing to verify processes are being followed and systems are operational
What does proper storage look like?
The right solution depends on your storage needs. Factors like the size of your business, the number of locations or how long you’ll need to store will all influence what’s right for you. Here are two secure options for end-of-life storage:
1. Stationary Storage
Storing your devices in one secure place can be a simple way to keep things organized and control access. This is usually a room or storage closet in your facility that can be secured. Combining this with proper documentation will help you keep your system running smoothly with accurate records.
But if space is at a premium, dedicating a room to storage may not be an option. Instead, you will want to consider a mobile storage option.
2. Secure Mobile Storage
Mobile storage allows you to keep a collection container in the areas you need it. When your operations are spread across several locations or you anticipate rotating out end-of-life equipment more often, having a securable container close by is essential.
Secure and portable containers like Greentec’s offer the security and convenience you need. You’ll have the ability to store large quantities of media, hard drives, computers and other electronic devices. Best of all, this device remains easy to move and transport no matter how full it gets.
How do you benefit?
With Greentec’s secure container, you can store old IT equipment and electronic devices on your site in a secure, compliant, and cost-effective way.
After collection, you can be confident in our secure processes. We use specialized encrypted technology to sanitize and wipe all data from computers, cell phones and hard drives.
Greentec is a certified provider of ITAD and Data Destruction solutions in the OECM collaborative marketplace. If you work for a broader public sector institution like a school board, you can easily find our solutions and choose Greentec to increase your organization’s security at end-of-life.
Our secure mobile containers are offered to any company requiring secure storage solutions. No matter the industry, we safely take care of your e-waste and our processes allow us to help you with risk mitigation and liability.