Data Disposal Day
Date: Wednesday, October 27, 2021
Time: 8:00 AM- 12:00 PM
Location: Parking Lot 12A near the Natural Sciences buildings
Properly disposing of e-waste is an important component of cybersecurity. Improper disposal, donation, or recycling of e-waste may inadvertently disclose sensitive information, which could be exploited by cyber criminals. Each of us is responsible for the security of information assets with which we work.
Much like e-waste, keeping paper records with sensitive information that no longer need to be maintained under the UC Records Retention Schedule is both a security and privacy risk. Good document hygiene includes shredding unnecessary paper and deleting e-records with sensitive information that is consistent with the UC University Records Management Program (BFB-RMP-1) and the UC Records Retention Schedule.
Iron Mountain will be on campus to shred both paper and e-waste products on October 27.
Acceptable items to bring for disposal:
- Paper Records (rubber bands, paper clips and binder clips don’t need to be removed)
- Hard drives/Laptops
- Backup tapes
- SD Cards
You can drop off any items that your unit has determined should be destroyed. The truck will shred your paper records and e-waste onsite, and issue you a certificate of destruction. Any items not applicable for on-site shredding will be disposed of in an appropriate manner, in accordance with UCI and Iron Mountain privacy policies.
Arrange for Pickup
If you have a significant amount of material, a limited number of bulk pick-ups will be offered. Please contact Stephanie Tenney (email@example.com) before October 19th with the following:
- Contact name:
- Contact email:
- Contact phone #
- # of boxes (or other description):
- Pick Up location:
Before you shred:
Identify the records you have and whether they are still in use.
Check the UC Records Retention Schedule.
Determine whether the records can be destroyed.
If the retention period has lapsed and no one uses the records, destroy or delete the records. Shred sensitive, confidential, or restricted paper records.
If the retention period has lapsed but the records are part of a foreseeable or ongoing litigation, an investigation, an ongoing audit, or a pending Public Records Act request, KEEP the records. Do NOT destroy them.
If your unit/department has been notified by Risk Management or counsel to retain the records, do NOT destroy them.
Verify with your supervisor that it is acceptable to destroy the records.
Examples of sensitive, confidential or restricted information include:
- Personally Identifiable Information (PII)
- Protected health information (PHI) protected by HIPAA
- Credit card data regulated by the Payment Card Industry (PCI)
- Passwords providing access to restricted data or resources
- Court-ordered settlement agreements requiring non-disclosure
- Information specifically identified by contract as restricted
- Other information which, if accessed or disclosed without authorization, may result in adverse effects.
- Sensitive research information
- Other P3 or P4 data
Questions about classifying records or data elements can be directed to firstname.lastname@example.org.
Data Stored on Electronic Devices
Peter’s Exchange staff will be on-site to review each e-waste item and determine if it can be safely and securely salvaged for resale, or if it should be destroyed.
Thank you for helping to clear out unneeded documents and reduce privacy risks at UC. This free event is brought to you by the UCI Office of Information Technology, UCI Records Management, UCI Privacy, UCI Procurement Service, and UCI Libraries Special Collections & Archives.