Hard Drive Destruction Policy Template
This is a sample policy outline for organizations that need a consistent, auditable workflow for retired storage media. It is not legal advice. Final requirements should align with your internal security program and compliance obligations.
1) Purpose
Define the purpose: to ensure retired storage media is handled securely, destroyed or sanitized appropriately, and documented for audits and risk reduction.
2) Scope
- Applies to HDDs, SSDs, tapes, removable media, and devices containing embedded storage.
- Applies to all departments that handle device retirement or disposal.
3) Roles and Responsibilities
- Asset Owner: approves retirement and confirms devices are ready for disposition.
- IT/Security: defines destruction requirements and verification evidence.
- Operations/Facilities: coordinates staging, secure storage, and pickup logistics.
- Vendor (as applicable): executes destruction/sanitization and provides documentation.
4) Destruction and Sanitization Requirements
- Define approved methods (wipe, degauss, shred, crush, etc.).
- Define when physical destruction is mandatory (high-risk devices, regulated data, failed drives).
- Define verification expectations (logs, validation reports, certificates).
5) Chain of Custody
- Secure staging: restrict access and document the staging location.
- Transfer points: document who released and received assets, with timestamps.
- Transport: define secure transport requirements for pickup and offsite movement.
6) Inventory and Recordkeeping
- Maintain an inventory list (asset tag, serial number, device type, location, disposition method).
- Store records in a durable repository for audit readiness.
- Define retention period based on your compliance needs.
7) Exceptions
Define how you handle devices that are missing tags, damaged, or have incomplete records. Document exceptions explicitly and include corrective actions.
8) Operational Checklist
Use this before pickup: E-Waste Pickup Checklist.