IT Data Destruction Risks vs. Rewards. Corey Dehmey Director of Sustainability AERC Recycling Solutions
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1 IT Data Destruction Risks vs. Rewards Corey Dehmey Director of Sustainability AERC Recycling Solutions
2 Overview What is IT Data Destruction Risks vs. Rewards Review of Data Destruction Methods Process Controls for Successful Data Destruction Decision Points
3 WHAT IS IT DATA DESTRUCTION?
4 IT Data Destruction Removal of all stored information on an electronic device to the point that it is irretrievable by conventional means. Shredding, Pulverizing, Smelting Degaussing Software Based Overwriting
5 RISKS VS REWARDS
6 Issues Risks Identity Theft Loss of Private Information Loss of Intellectual Property Loss of Competitive Information Violation of Privacy Laws Rewards Higher Resale Value Increase Green Results Brand Protection
7 Privacy Regulations Laws and Regulations mandating proper management of information: Sarbanes-Oxley Public Company Accounting Reform & Investor Act Regulates accounting and information handling of all publicly traded companies to help prevent accounting fraud. Penalties & Fines Directors and Officers per violation - $1,000, Institution penalty per violation - $5,000, Years in prison 20 Gramm-Leach-Bliley Act (GLB) Financial Service Modernization Act Ensures the security and confidentiality of customer records and information in the banking, credit, insurance, investing and financial services industries. Penalties & Fines Directors and Officers per violation - $10, Institution penalty per. violation - $100, Years in Prison 5 to 12 Impact on operations Cease and Desist FDIC Insurance Terminated Individual fines - $1,000, Institutional (civil fines) 1% of assets Health Insurance Portability and Accountability Act (HIPAA) Regulates healthcare organizations in the secure electronic transmissions, secure storage and disposal of patient information. Penalties & Fines Institution 450, to $250, Years in prison 1 to 10 Individual civil fines - $25, Fair and Accurate Credit Transactions Act (FACT Act) Contains provisions intended to combat consumer fraud including identity theft by regulating the destruction of papers containing consumer information. Penalties & Fines Institution - -$11, Individual civil fines
8 REVIEW OF DATA DESTRUCTION METHODS
9 Total Destruction Includes machinery to degauss, shred, pulverize, or smelt PROS Assures complete destruction of data Shredding or degaussing can be done onsite for hard drives CONS Reduces value of equipment for resale Creates a waste stream with hazardous components May require manual removal of internal hazards before destruction Usually requires offsite destruction Creates need to manufacture more product
10 Sanitization Overwrite data using software or manufacture device reset PROS Reliable data destruction technique if properly executed and controlled Can be done onsite before equipment leaves your control Expense decreases with volume Increases recovery value of equipment Extends the useful life of equipment and reduces manufacturing needs CONS Higher risk of inadvertent data disclosure if process is not controlled
11 PROCESS CONTROLS FOR SUCCESSFUL DATA DESTRUCTION
12 Off-site shipments Secure material in your own storage Secured locked containers to transport material Secured storage at destination facility Tracking by weights, quantities, or serial # s with accounting for each at time of receipt and at time of destruction. Client witnessed destruction on-site or through video.
13 Software Process Use labels for visual indication of sanitization. Use logging features in software to account for successful completion of each device Verify successful completion with software verification pass Implement Quality Assurance process to validate each device successfully completed in the logs. Utilize a 2 nd person for the QA to maintain separation of duties. Create individual responsibility and tracking of each device being sanitized. Inspect inside of equipment for multiple drives Have process and sampling of equipment independently verified
14 NAID Certification The NAID Certification Program establishes standards for a secure destruction process including such areas as security, employee hiring and screening, operational destruction process, and insurance. To promote the interests and general welfare of the information destruction industry; to encourage efficiency and bring about improvement in such services; to extend the scope of the industry, and to encourage the use of the services provided by members by commerce, industry, education institutions, and government. To create a wider recognition of the industry as meeting the needs of commerce, industry, education institutions, and government and its role in protecting the confidentiality of information and records. To conduct and promote such other logical activities that will enhance the economic growth of the information destruction industry.
15 DECISION POINTS
16 Decisions Risk Tolerance of the Business CIA vs. Joe s Automotive Repair Full Destruction or Software Sanitization Onsite or Offsite Data Destruction Internal or Outsourced Total Cost of Ownership Can you extend the product life What is the right time to resell
17 Tools NAID Certification NIST s Guidelines for Media Sanitization Special Publication
18 Recommendations Design a good process with checks and balances Physical Security Separation of Duties Labeling Quality Assurance and Verification Audit your vendor s process NAID Certification? Onsite Portable HardDrive Shredder Consider all Electronics with Storage Capabilities
19 Questions?
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