OUHSC Process/Procedure Template
OU Physicians Procedure:
Electronic Data Disposal and Media Destruction/Reuse
| |
|Process/Procedure Owner: |OU Physicians |
|Effective Date: |TBD |
|Supersedes: |New |
Introduction
|Purpose: |To ensure, in accordance with the OU Electronic Data Disposal Policy, the proper removal or destruction |
| |of sensitive information/licensed software, as applicable, by authorized personnel from all electronic |
| |storage media within the scope of this procedure. |
|Scope: |The scope of this procedure includes all OU Physicians (OUP) computer systems, electronic devices and |
| |other electronic storage media, as well as OUP employees and authorized business associates who manage, |
| |maintain, or use them. |
|Definitions: |Electronic Storage Media - Any physical instrument of electronic data storage, including memory device, |
| |tape, magnetic or optical disk. Such media includes, but is not limited to, hard drives, zip drives, |
| |floppy disks, CD-ROMs, DVDs, USB drives, memory sticks, MP3 players, Personal Digital Assistants (PDAs),|
| |digital cameras, smart phones and tapes. |
| | |
| |Sensitive Information – Any information classified/identified in University policies or procedures as |
| |confidential, internal, or Electronic Protected Health Information (ePHI). |
| | |
| |Sanitation – Permanent removal of data from electronic storage media, rendering it unrecoverable. The |
| |most common types of sanitation are destruction, degaussing (demagnetization), and overwriting. |
Process
| | |
|Role |Responsibility |
|OUP Managers |Sanitation of electronic storage media other than hard drives prior to transfer, either as |
| |surplus property or as trash, outside their business area on the OU Health Sciences Center |
| |(OUHSC) campus. |
|OUP IS |Sanitation of hard drives and other electronic storage media as authorized by OUP Managers, in |
| |accordance with this procedure. Completion of RECORD OF DESTRUCTION form, to be affixed to |
| |surplus units. |
|Dell Computer Corp. |Sanitation of hard drives in accordance with the OUHSC campus lease program. |
Approved Electronic Data Disposal Tools
|DBAN self-contained boot floppy (hard drive sanitation to |Degausser (hard drive/tape destruction) |
|allow reuse) | |
|CD/DVD shredder |Hammer (hard drive/tape destruction) |
| | |
Detailed Instructions (DBAN)
| | |
|Step | Instruction |
|2 |Enter system BIOS and change boot order to CD. |
|3 |Boot from DBAN disk. |
|4 |Choose “autonuke” option. All operational fixed disks will be wiped using the following settings: DoD 5220-22 method,|
| |1 round, 3 passes, no confirmation required. |
| |Verify disk wipe is complete. |
References
| | |
|Name |Location |
|OU Electronic Data Disposal | |
|Form | |
|OU Electronic Data Disposal | |
|Policy | |
| | |
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