Proper Destruction Important For Data

by Patrick Cataldo, Associate Dean for Executive Education

You may remember the old television show "Mission Impossible," which began every episode with the following admonition: "This tape will self-destruct in ten seconds." In fiction, sensitive data may "self-destruct," but in the real world it does not. Savvy business people understand the dangers they face when dealing with the retention and, yes, destruction of electronic information.

The destruction of data has become a burgeoning industry. Have you ever heard of the National Association of Information Destruction? If not, you ought to pay a visit to the organization's Web site.

Identity or data theft is an issue that you ignore at your own peril—or your company's peril.

The ubiquitous use of technology makes data theft a serious threat to everyone. A major component of theft prevention is the proper destruction of electronic data. An ounce of prevention is, as always, worth a pound of cure.

Data security is rising rapidly on the list of company priorities. Most employers require that all new hires sign a document acknowledging what's appropriate and inappropriate when using a corporate system. This serves as a protection for the company as well as for the individual. Employees are also now being told not to put personal information such as Social Security numbers, bank numbers, credit card information, etc. on company systems as further protection against compromises of privacy.

The improper use of company computers to visit inappropriate Internet sites or run a personal business can lead to a quick exit from the company. In one Fortune 500 company, 38 people were dismissed for improper use of their company computer system.

When you delete old files from your laptop computer, you want them to be gone forever. This is done by sending these files to the Recycle Bin, right? No. Unfortunately, that will not eliminate them for good. However there are numerous software packages available (some free) to completely clean your hard drive.

Companies have large-scale data disposal issues. Proper destruction of digital data is critical to protect a client's privacy as well as prevent data from slipping into the hands of competitors. Two issues are in play: data destruction and the environmentally sound disposal of old computers, monitors, keyboards, etc.

The Sarbanes-Oxley Act and other legislation have made data retention and destruction of digital data critical issues for corporations especially in highly regulated industries such as health care, banking, insurance, commerce, and education. So it's critically important to dispose of electronic goods in the safest and proper way. Some counties have recycling areas but an even better option would be to go to a company that specializes in digital data destruction.

Joseph Harford, one of the co-founders of Reclamere—a data destruction and data recovery specialty firm, recommends that companies establish a three-step process for the destruction of data that begins well before that data even need to be destroyed.

"Most small to medium sized companies don't have a good inventory of what hardware and software they have and that is the first place to start," he said. Companies also need a written procedure for the destruction of data, including verification that the digital data has been destroyed. And finally, "companies should obtain complete documentation of the data destruction they have done to avoid anything slipping through the cracks like transposed serial numbers."

Harford said that there is a growing need for computer forensics and e-discovery. "This is especially important to companies where there are embezzlement and employee misconduct cases. We are called on for e-discovery where we have to look for, find, recover, and analyze digital data for evidence."

A great source to keep up with data destruction technology and other IT topics is Kim Komando, author and radio talk show host. She provides a free e-mail newsletter, software suggestions, and lots of information on her Web site. But if you're not a technology do-it-your-selfer, you can always go to a Geek Squad—technology experts employed by electronics retailers who will run the software for you to clean your hard drive at a reasonable fee.

So whether it's a business computer or home personal computer, you'll sleep better at night knowing that your data will not be an identity or security risk by taking the right steps to protect yourself in the proper destruction methods of digital data.

This article originally appeared in the Centre Daily Times.