Printed on: 07/17/2019. Please go to http://policy.umn.edu for the most current version of the Policy or related document.
University of Minnisota  Appendix

Media Sanitization Standard

Appendix to Policy

Objective

To prevent unauthorized access to University information, data must be permanently erased from devices (e.g., computer, server, laptop, multi-function printer, medical equipment, cell phone, etc.) or storage media (e.g., CD, thumb drive, workstation/server hard drives, etc.) prior to transfer, obsolescence, or retirement of hardware. Effective media sanitization requires reasonable efforts to prevent recovery of residual stored data on the media. Paper containing University information must also be securely disposed of.

Security Controls

Media Sanitization

The following table defines the baseline security controls for media sanitization.

ControlSecurity Level
ID Description High Medium Low
MS.A.01 Device/media is leaving the unit: use a secure wiping tool to clear/overwrite the data in accordance with industry-accepted methods for the media or use the University approved disposal vendor Required 1 Required Required
MS.A.02 Device/media is leaving the University: physically destroy the hard drive or request physical destruction from the University approved disposal vendor Required Recommended Optional
MS.A.03 Device/media is remaining under the unit's control: use a secure wiping tool to clear/overwrite the data in accordance with industry-accepted methods for the media Required Required Recommended
MS.A.04 Crosscut shred, incinerate, or pulp paper materials containing private- highly restricted or private-restricted data Required Effective July 2019 Required Effective July 2019 Required Effective July 2019
MS.A.05 Physically secure storage bins holding paper materials containing private-highly restricted or private-restricted data (e.g., locked office) Required Effective July 2019 Required Effective July 2019 Required Effective July 2019
MS.A.06 Periodically review media sanitization procedures (suggest: annual) Required Effective July 2019 Recommended Recommended
MS.A.07 Document and retain a record of electronic data removal/destruction Required Required
Effective July 2019
Optional

1Secure wiping/clear of data is optional if you maintain chain of custody for the hard drive until an approved disposal vendor accepts the hard drive for physical destruction.

Resources Covered

This standard applies to IT resources owned or contracted by the University. This also applies to personally owned devices authorized to store University data designated as private-highly restricted or private-restricted.

Individuals Covered

This applies to University community members who use or manage University IT resources.

Related Information

Published Date

November 2014

Last Reviewed

April 2019

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