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Louisiana Tech University


Policies & Procedures

Policy 5307 - Data Sanitization Policy

Effective Date: 9/12/2016

Original Date: 11/9/2011

Responsible Office: Property Officer


In compliance with the Office of Technology Services (IT STD 1-17), the University has adopted the following policy related to the removal of security-sensitive data from computer storage devices and electronic media.

Definitions

Data Sanitization is the process of deliberately, permanently, and irreversibly removing or destroying data stored on a device or electronic media.

Security-sensitive refers to data that are confidential or protected from disclosure by either federal or state laws.

Computer storage devices include personal computers, laptops, computer servers, copiers, fax machines, scanners, tables such as iPads, and VoIP phones, along with other electronic equipment that stores data.

Device refers to any device or system owned, managed, or used to transmit, store, or process data.  Examples include, but are not limited to, laptops, desktops, servers, routers, firewalls, smart phones, PDAs, tablets, monitoring systems, printers, fax machines, copiers, or network storage devices.

Electronic media include electronic and storage media, including tapes, disks, CDs, cassettes, DVDs, USB drives, removable storage devices, and portable computing equipment.

Policy

Each University department is responsible for removing security-sensitive data from its computer storage and electronic media devices prior to completing a transfer.  The following procedures are to be followed to comply with this policy.  Technical support is available through the University Help Desk.

Procedure for computer storage and electronic media devices declared as surplus equipment:

  1. The department erases sensitive data before releasing the device.
  2. The Department submits an Equipment Disposition Request using standard property procedures.
  3. The Department contacts the Help Desk to have a ticket created for device sanitization or cleaning.  The Help Desk will assign the appropriate technician to perform the service.
  4. A technician will execute a “disc wiper” program, if necessary, removing all data on internal hard drive(s).  The data sanitization will take place where the equipment is currently located or at the Computing Center before the equipment is surplused to the Property warehouse.
  5. The method of data sanitization will be determined by following OTS Data Sanitization Standards and Requirements.
  6. A data sanitization form complete and signed by the appropriate technician will be kept on file at the Computing Center.  A “sanitized for surplus” label completed by the technician must accompany all surplus equipment requiring data sanitization before being surplused to Property.
  7. VoIP equipment can be sanitized by the Technical Services/Telecommunications personnel.

Transferring a computer storage device to another department:

  1. The Department submits an Equipment Transfer Request using standard property procedures.
  2. Prior to physically moving the device, the Department contacts the Help Desk to have a ticket created for device sanitization or cleaning.  The Help Desk will assign the appropriate technician to perform the service.  NOTE: Data cannot be retrieved once a device is sanitized or cleaned.
  3. The Property Office will conduct random spot checks of surplused computer storage devices to ensure that the University maintains compliance with this policy.

The following list includes examples of equipment requiring data sanitization/cleaning prior to being surplused:

CLASS CODE CLASS CODE CLASS CODE
ADAPTER, COMPUTER COMPUTER, ROUTER PRINTER
ADDRESSOGRAPH COMPUTER, SCANNER PRINTER, ACCESSORY
ANALYZER, COMPUTER COMPUTER, SERVER PRINTER, BLUEPRINT
ANALYZER, MEDICAL COMPUTER, SWITCHER PRINTING EQUIPMENT
ASPIRATOR COMPUTER, TAPE DRIVE READER, MEDICAL
AUDIO VISUAL EQUIPMENT CONTROLLER, COMPUTER RECORDER, AUDIO/TV
BLOOD PRESSURE MONITOR CONTROLLER, MEDICAL RECORDER, BLOOD PRESSURE
BLOOD TESTING EQUIPMENT COPIER RECORDER CARTRIDGE
BOOK, CHECK UNIT COUNTER, MEDICAL RECORDER, DIGITAL
BRAILLE EQUIPMENT DIAGNOSTIC, LABORATORY RECORDER, ELECTRONIC
BRAILLE WRITER DIAGNOSTIC, MEDICAL RECORDER, LABORATORY
BREATH, TESTING DIALYSIS EQUIPMENT RECORDER, MEDICAL
CAMERA DISPENSER, MEDICAL RECORDER, PHYSIOLOGICAL
CAMERA. CCTV DISPLAY UNIT, COMPUTER DATA RECORDER, TELEPHONE
CAMERA, MEDICAL DUPLICATING, OFFICE EQUIP. ROBOT EQUIPMENT
CAMERA, SECURITY DUPLICATING, PRINTING EQUIP. SCANNER, COMPUTER
CAMERA, TV ECGIELECTROCARDIOGRAPH EQUIP. SCANNER, COMPUTER
CAMERA, VIDEO EEGIELECTROENCEPHALOGRAPH SCANNER, MEDICAL
CARDIAC  MONITOR ELECTROSHOCK THERAPY MACHINE SPEECH TESTING EQUIPMENT
CARDIOGRAPH EMGLIELECTROMYOGRAPH SPHYGMOMANOMETER
CARDIOSCOPE ENCODER SPIROMETER
CART, MEDICAL EYE TESTING EQUIPMENT STIMULATOR, MEDICAL
CHECK, WRITER FAT PERCENTAGE INDICATOR SURVEILLANCE EQUIPMENT
COMMUNICATION EQUIPMENT FAX MACHINE TELECOMMUNICATIONS EQUIPMENT
COMPUTER FINGERPRINTING EQUIPMENT TELEPHONE
COMPUTER SOFTWARE GLUCOMETER TELEPHONE ANSWERING EQUIPMENT
COMPUTER TRAINING EQUIPMENT HEARING TESTING EQUIPMENT TELEPHONE EQUIPMENT
COMPUTER, ACCESSORY HEMOGLOBINOMETER TELEPHONE, INTERCOM/PAGING
COMPUTER, BRAILLE IDENTIFICATION SYSTEM TELEVISION PRODUCTION EQUIP.
COMPUTER, COMPACT DISC IMAGING EQUIPMENT, MEDICAL TESTING EQUIPMENT, MEDICAL
COMPUTER, COMPONENTS IMAGING EQUIPMENT, OFFICE TONOMETER
COMPUTER, DATA PROCESSING INCUBATOR, MEDICAL TRACKING SYSTEM
COMPUTER, DISK DRIVE INTOXIMETER TRACKING SYSTEM, INMATE
COMPUTER, DISK STORAGE IV PUMP TRANSMITTER, MEDICAL
COMPUTER, DOCUMENT FEEDER LABELLING EQUIPMENT TRANSCRIBER
COMPUTER, DRIVE LABORATORY EQUIPMENT TYMPANOMETER
COMPUTER, EQUIPMENT MEDICAL EQUIPMENT TYPEWRITER
COMPUTER, HANDHELD METER, MEDICAL ULTRA SOUND, CARDIAC
COMPUTER, LAPTOP MICROFICHE READER ULTRASOUND EQUIPMENT
COMPUTER, LASER DISC MONITOR, MEDICAL X-RAY EQUIPMENT
COMPUTER, LCD PROJECTOR NAVIGATION EQUIPMENT X-RAY EQUIPMENT, ACCESSORY
COMPUTER, MAINFRAME PHYSIOGRAPH  
COMPUTER, MEDICAL PLOTIER  
COMPUTER, MOBILE DATA UNIT POLYGRAPH EQUIPMENT  
     
     
     
     
     

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