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FEATURE: LEGAL SERVICES


The importance of destroying technical devices correctly


Desktops and Laptops On desktop computers and laptops, you should have the mechanical hard drive (HDD) extracted and either stored safely or destroyed by a competent IT professional who is GDPR protected and capable of disposing safely of the destroyed hard drive. Many small laptops have a solid state device built


into the motherboard. This must be destroyed to fully comply with the GDPR. Solid state drives (SSD) and to a lesser extent HDD’s


can be reused in computers within the company but should not be sold on or given away as there is a possibility of data being recovered from drives that have been formatted and overwritten (the police can do amazing data recovery!) As a rule, older desktop computers or laptops and


their peripherals can be recycled (without the data drives) to local groups who are prepared to take them on. Modern photocopiers often have a disk drive in


them; you should ask the copier company you lease or purchased them from about how they ensure disposal of these devices.


Smartphones When returned or replaced, smartphones should be at least restored to their original factory settings. Some of the data held on them is stored offline, but there will have been local copies of that data stored on the device. In a real world, we want to upgrade our phones and


are required to hand back or sell on the old phones. If your sending or handing the phone back, get written confirmation that any data will be inaccessible to anyone else – that would ensure that you have taken reasonable precautions to avoid any data breach, when combined with factory reset. All old SIM cards should be shredded.


Portable drives and memory sticks (USB flash drives) Portable HDD’s have a finite life – It’s recommended to replace them every five years or so if you want reliable backups. SSDs also have a finite life. When they either fail or are replaced they must be stored securely or destroyed when retired.


‘As a rule, USB (memory) sticks or ‘flash drives’ are normally


very robust. Some cheaper ones will pack up due to heat damage (when copying or writing files) – others will last for years, regardless of how many washing cycles they suffer! If a stick packs up, it must be destroyed. If it’s replaced for a bigger, newer one it has to be either destroyed or stored securely with other dead media ( HDD’s, SSD’s, Floppy Disks, DCs, DVDs, Blu-ray disks) and their location noted in this policy.


Cloud storage If you cease using a cloud storage service, you need to get written confirmation that any data held by that service will be deleted and inaccessible to anyone else.


For more information visit www.ico.org.uk


older desktop computers or


laptops and their peripherals can be recycled’


May/June 2018 Chamber Profile 21


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