Data security


telephones, CDs, routers, PDAs – in fact the majority of portable media and devices that store data. Shredding or, more accurately, cutting and grinding, portable media into small particles removes any possibility of re-use, and may sometimes be the most cost-effective solution. There is not one method that fits all;


different device types need to be handled differently. For example, shredding is not approved as a primary method for data destruction on hard disk drives, and should only be used as a secondary method, where necessary.


‘Going green’ Straightforward IT asset disposal is certainly not the ‘greenest’ route; energy is used both in creating the equipment, and then destroying it, without all the benefits associated with re-use. The Environment Agency’s primary driver is to promote re- use of IT equipment wherever possible; unfortunately the guidelines are a little confusing, and the process for declaring waste contradictory. There is some confusion as to exactly


when an item becomes ‘waste’. Your redundant equipment is not classified as WEEE until you, or someone acting on your behalf, deems it as such; at this point aWaste Transfer Note is required. If you have a waste disposal contract, orWEEE disposal contract, you should take a look


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Best practice – recording data from the hard drive.


at the wording, and specifically at at what point EEE becomesWEEE, to ensure that you are not falling short of the regulatory requirements in this area. Contradictory or confusing terminology could result in non- compliance.


Of use to another party Although your redundant equipment is ‘no longer required by you’, it may still be of use to someone else. In my experience the majority of current practices either remove the viability of re-use, or actively


discourage it, since it is often viewed as easier to destroy the equipment, thus increasing the amount of waste, and the impact on your carbon footprint. This is unfortunate, since the sale of reusable IT equipment can be a valuable, often underestimated, income stream. Destroying data on multiples of tens or hundreds of hard disks alone can be a time-consuming, and thus an expensive, process. Selling on that equipment wherever possible will recoup some, or even all, of the costs, as well as benefiting other organisations, such as charities, who could not afford such technology new, and of course also improves the seller’s ‘green credentials’ – an area with which some NHS Trusts need all the help they can get.


Positive thinking It is not all ‘doom and gloom’. Due to the vast size of the NHS, and the rather ad hoc historical introduction of policy changes, Trusts do face something of an uphill battle to really improve their reputation in the field of data protection. In addition to adhering to a thoroughly tested, proven destruction policy, there are a few simple guidelines to bear in mind that will provide further protection, outlined below:  Brush up on the difference between on- site and off-site destruction. Off-site


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Health Estate Journal September 2013


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