OUHSC Information Technology Electronic Data Disposal Procedure
SAMPLE Document
Process/Procedure Owner: / OUHSC Information Technology department
Effective Date: / TBD
Supersedes: / New

Introduction

Purpose: / To ensure electronic data managed by the Information Technology department is properly removed in accordance with the OU Electronic Data Disposal Policy. This includes identifying people, processes, procedures, and tools for electronic data disposal.
Scope: / The Scope of this procedure is limited to those individuals authorized to perform data disposal for the Information Technology department.
An understanding of the Information Technology infrastructure as well as an understanding of electronic data disposal tools is required to perform this procedure.
Roles: / Role / Description
Requester / Individual within IT requesting authorization to perform electronic data disposal
Approver / Individual authorizing electronic data disposal (IT Operations)
Authorized Data Removal Tool / Software/Hardware authorized by the department to be used in the removal of electronic data
Documentation / The required documentation associated with this process
Definitions and Acronyms: / None

Process

Role / Responsibility
Requester / Contact IT Operations requesting approval to perform electronic data disposal process on desktop/server
Approver / Approves or disapproves request. If requester is not authorized to perform electronic data disposal process, the approver will identify an individual authorized to perform the request. This individual will become the new requester.
Requester / Obtains copy of authorized data removal tool
Requester / Follows the detailed instructions for proper use of authorized data removal tool
Requester / Completes the required electronic data disposal documentation

Process Diagram

Insert flow chart here

Approved Electronic Data Disposal Tools

Kill Disk

Detailed Instructions (Kill Disk)

Step / Instruction
1.  1 / Connect desktop/server to working keyboard, monitor, and mouse
2.  2 / Ensure the “Boot from CD” option is enable in system BIOS
3.  3 / Insert the Kill Disk CD into CD-Rom drive and boot from it
4.  4 / Select “Option 0” from the menu to start the Kill Disk application
5.  5 / Select the drive to be erased from the window
6.  6 / Press <F10> to begin
7.  7 / Press <F10> again to select US DoD 5520.22-M Compliant
8.  8 / Type: “ERASE-ALL-DATA” in the confirmation window and press “Enter”
Note: This begins the data removal process. This process is lengthy and will be dependant on the size of the drive.
9.  / Once process is complete, press <Esc> to exit
10.  / Complete required documentation.
11.  R / Repeat steps 3 through 10 for each drive installed

References

Name / Location
OU Electronic Data Disposal Form / http://security.ouhsc.edu/docs/Electronic_Disposal_Form.doc
OU Electronic Data Disposal Policy / http://security.ouhsc.edu/docs/Draft/111505/OU_Electronic_Data_Disposal_Policy_v111505.doc