Policy No.

IT-1822.3

POLICY & PROCEDURES MEMORANDUM

TITLE:

TRANSFER AND

DISPOSAL OF

DATA STORAGE

DEVICES

EFFECTIVE DATE:

June 21, 2005*

(*Delgado Helpdesk Addition 6/1/10)

CANCELLATION:

none

OFFICE:

Information Technology (IT)

POLICY STATEMENT

Delgado Community College complies with the State of Louisiana Office of Statewide

Technology Policy #IT-POL-003,

Data Sanitization (Transfer and Disposal of Personal Computer

Equipment),

and the software licensing agreements under which software is obtained.

In accordance with these regulations, the College determines and uses an appropriate method

to sanitize magnetic storage devices, optical storage media and non-volatile memory devices that are

surplused, transferred to another government entity, or subject to destruction. These methods

include overwriting all addressable data locations on the device and/or mechanically magnetizing

(e.g., degaussing) the device.

The specific procedures for sanitizing and disposing of data storage devices are outlined in

detail in this memorandum.

Procedures & Specific Information

Purpose

To establish policy and procedures regarding the sanitization of programs and data

contained in magnetic storage devices, optical storage media and non-volatile memory

entity, or subject to destruction.

Scope and Applicability

This policy and procedures memorandum applies to all operational units of Delgado

Community College and covers all computers and other data storage devices transferred to

another government entity, surplused, or subject to destruction.

IT-1822.3 June 21, 2005*

(*Delgado Helpdesk Addition 6/1/10)

Definitions

As used in this memorandum:

Property Manager

is the Delgado employee designated by the Chancellor as the

Agency Property Manager.

Degausser

is a mechanical device used to completely erase data on magnetic tape

and hard drives by exposing the media to strong magnetic fields. The device is

classified as either a Type I or a Type II depending on the strength of the magnetic

fields and its ability to process different types of magnetic media.

Guidelines and Procedures

Standard Sanitization of Operable Computers

Generally, operable computers will be sanitized by the Office of Information

Technology by the execution of a program that overwrites all data and programs on

the hard drive. In these cases, the following applies:

1) The department relocating the computer or data device submits a Delgado

Helpdesk Work Order for Computer Sanitization (Select:

Create a New Work

Order, Category- Information Technology, Sub-category- Sanitization

2) The Office of Information Technology accepts the request and executes the

sanitizing program in the area that is relocating the computer or data storage

device. If the computer is inoperable, Information Technology staff attaches a

decal indicating that the hard drive should be destroyed. (See procedures for

relocating inoperable data storage devices outlined in Section 4C, “

Data

Storage Devices Deemed Inoperable.

”)

3) The sanitizing program must conform to U.S. Department of Defense

Clearing and Sanitization Standard as per DoD 5220.22-M

and must be the

last program initiated before the computer is disconnected.

4) The Office of Information Technology certifies that the device(s) has been

properly sanitized by completing the Delgado Helpdesk Work Order for

Computer Sanitization that was submitted by the department relocating the

equipment, and attaches a decal to the equipment indicating that the hard

drive has been sanitized.

June 21, 2005* IT-1822.3

(*Delgado Helpdesk Addition 6/1/10)

5) The department relocating the computer or data storage device must submit a

Request for Relocating Furniture/Equipment, Form 1352/002 to the Property

Control Office.

6) The Property Manager authorizes Property Control staff to internally relocate/

transfer, surplus, transfer to another government entity, or destroy the device

in accordance with State Property Guidelines.

Sanitization of Operable Computers Located in OIT-Designated

Computer Labs

Operable computers located in computer labs designated by the Office of Information

Technology (OIT) for on-site sanitization are sanitized by authorized lab technicians

in the following manner:

1) The Computer Lab Manager submits a Delgado Helpdesk Work Order for

Computer Sanitization.

2) The authorized lab technician initiates the sanitizing program in the

designated lab. If a computer is inoperable, the technician attaches a decal

indicating that the hard drive should be destroyed. (See procedures for

relocating inoperable data storage devices outlined in Section 4C, “

Data

Storage Devices Deemed Inoperable

.”)

3) The sanitizing program must conform to U.S. Department of Defense

Clearing and Sanitization Standard as per DoD 5220.22-M

and must be the

last program initiated before the computer is disconnected.

4) Once the sanitizing operation is completed, the authorized lab technician

attaches a decal indicating that the hard drive has been sanitized.

5) The Computer Lab Manager certifies that the hard drive has been sanitized by

completing the Delgado Helpdesk Work Order indicating the sanitization

process is completed. A Request for Relocating Furniture/Equipment, Form

1352/002 must then be completed and sent to the Property Control Office.

6) The Property Manager authorizes Property Control staff to internally

relocate/transfer, surplus, transfer to another government entity, or destroy the

device in accordance with State Property Guidelines.

IT-1822.3 June 21, 2005*

(*Delgado Helpdesk Addition 6/1/10)

Data Storage Devices Deemed Inoperable

The overwrite method is not appropriate in those cases in which the data storage

device is inoperable. In these cases, the hard drive must be removed and processed

with a degausser, which will completely remove the data.

1) In accordance with the procedures outlined in Sections 4A(2) and 4B(2), if a

computer is deemed inoperable, OIT staff or the authorized lab technician, as

appropriate, attaches a decal indicating that the hard drive should be

destroyed.

2) Upon receipt of a Request for Relocating Furniture/Equipment, Form

1352/002, from the department relocating the equipment

and

verification of

the required decal indicating the hard drive should be destroyed, the Property

Manager authorizes Property Control Office staff to remove the hard drive

from the data storage device and exposes the drive to the degausser in an

appropriate manner.

3) Property Control Office staff replaces the hard drive back into the data storage

device and reseals the case. Where the degausser has been used to erase the

data, a label should be placed on the surplus device notifying that the “HARD

DRIVE DESTROYED.”

4) In accordance with State Property Guidelines, the Property Manager

authorizes Property Control staff to destroy the device in accordance with

State Property Guidelines.

Reference:

Louisiana Office of Statewide Technology Data Sanitization Policy (IT-POL-003)

U.S. Department of Defense Clearing and Sanitization Standard as per DoD 5220.22-M

Review Process:

Information Systems Council 5/5/05

Business and Administrative Affairs Council 5/24/05

College Council 6/21/05

Distribution:

Electronic Distribution Via Intranet and Email Systems

Attachment:

Request for Relocating Furniture/Equipment, Form 1352/002