While much university data is public information, some is protected by law and must not be accessed or disclosed without authorization. FIU requires the proper disposal of all paper and electronic media containing university data, especially highly sensitive data, per state and federal regulations.
Before equipment or media is sent to surplus, reused, donated or discarded, all storage devices must be fully sanitized through:
- Data overwriting applications
- Magnetic degaussing
- Physical destruction
Once sanitized, the device must display an official sticker from ITSO, noting the name of the person who completed the process, the date and the Media Sanitation Compliance Identification (MSCID).
Sanitization Procedures
Hardcopy Records
- Must be shredded using a cross-cut or micro-cut shredder or incinerated
- Sensitive documents must be stored in locked containers, never in public or unsecured bins.
Electronic Media
- Only ITSO may destroy sensitive data on digital storage.
- All hard drives must be sanitized and labeled before transfer, surplus, donation, or recycling.
Computer Equipment
- ITSO must verify that all sensitive data has been removed before release.
- Department managers are responsible for properly disposing of surplus equipment following FIU guidelines.
- ITSO maintains an inventory of decommissioned equipment.
Transfers and Legal Holds
- Media must be sanitized before being transferred to another custodian.
- If media cannot be erased, it must be physically destroyed.
- If there’s credible reason to believe that certain FIU documents may be needed for litigation, they must not be destroyed. Instead, notify internal legal counsel and ensure the documents are properly secured.
Attempted Data Recovery
Only personnel approved by FIU may attempt to recover sanitized data. Unauthorized attempts are considered serious violations of university policy and applicable laws. All FIU departments and student organizations must comply with these guidelines and related policies.
For surplus and asset transfer forms, visit Asset Management.