Data security is a challenge that most businesses face. After all, we’re living in the era of ever-changing data protection laws. Companies are always a target, especially when it comes to data theft and breaches.
Businesses spend millions of dollars just to protect their IT assets and sensitive data. Cyber security threats are everywhere which is why whenever the IT assets come to the end of their lifecycle, they are transferred, sold, or disposed of.
When these IT assets are disposed of, data security should be top of mind. That’s where chain of custody comes in; it helps maintain data security, inventory reconciliation, and mitigates the overall risk of data leakage or breach. Secure data destruction is required to ensure that the data does not get leaked and fall into the wrong hands.
In this blog we’ll explore why you need a chain of custody with IT Asset Disposition (ITAD). Dive right in to find out why it’s important.
What is Chain of Custody?
As you may have guessed, ‘chain of custody’ refers to the protection of any item or evidence during the transfer from one location or person to another. It’s basically knowing the location of your company’s IT assets and where they are at all times.
Proper documentation is required whenever your IT assets leave the premises and the ownership changes. It’s an important process, especially for indemnification and audit purposes. In case of any data theft, your company would know the whereabouts of the person who stole the IT assets.
The Need for Chain of Custody with ITAD
- Collection Process: This is the first step in the process. If you partner with an ITAD provider, you should not face any issues throughout the process of IT asset disposition. The ITAD approach consists of making a list of all the IT assets that are to be disposed of, including the serial number of each asset. When working with an ITAD provider, please ensure that each individual working on your project has provided the proper credentials prior to handling your assets.
- Risky Task: Transporting the IT assets for a secure data wipe is a high-risk phase. There is a chance that the assets could be stolen while be transported from one location to another. Since there are major consequences here, it is crucial to have a sealed truck for the transfer. GPS monitoring should also be required so you can check to see where your assets are at all times.
- Data Destruction: Most of your IT assets have a hard drive which needs to be removed and destroyed before it can be sold. Some ITAD companies have the ability to offer on-site data destruction or destruction at their own facility. Whichever method is used, a chain of custody is required in order to receive proper certifications and reports.
Make sure the ITAD company provides you with a certificate of destruction for all of your assets. As long as you have a legit and reliable ITAD provider, you can be sure that every standard of data destruction will be followed thoroughly.
- Asset Recovery: Not all retired IT assets are useless – some value could be recovered from them. An ITAD provider will ensure that they evaluate all the items and will share that information with you. In some cases you can actually put money back into your IT budget.
The Trouble With Not Maintaining a Secure Chain of Custody
System integrity is at risk without a secure chain of custody. Secure chain of custody plays a very important role, so make sure you’re properly vetting an ITAD company before bringing them onboard for the process.
Not maintaining a secure chain of custody can lead to data breaches and huge losses. When companies follow a secure chain of custody, they can be at peace that the devices and data are in reliable and safe hands.
