Sanitize or destroy all electronic storage media when no longer necessary for business use, provided that such action does not conflict with the UA Data Retention Policy. Contact OIT Security for guidance or assistance with device destruction.
| Media Type | Guidance |
| Server, PC, Laptop hard drives | Before repurposing machines, securely erase disks. Before sending to surplus, remove hard drives and destroy them. |
| Apple computers | Apple drives should be erased using Apple’s built-in tools: Erase your Mac and reset it to factory settings – Apple Support |
| Mobile devices | Follow manufacturer’s instructions to perform a factory reset of the device. If the device cannot be reset, contact OIT Security for guidance. |
| CDs, DVDs, Thumb Drives | Securely erase before reuse where applicable. Destroy when no longer needed. |
| External hard drives | Before repurposing machines, securely erase disks. Before sending to surplus, remove hard drives and destroy them. |
| Sensitive digital files | Use the Spirion “shred” feature to securely erase individual files on your pc. Windows 10 – Right-click on the file to be shredded, choose “Shred with Spirion” from the pop-up menu. Windows 11 – Right click on the file to be shredded, choose “Show more options,” then Spirion, then Shred. **Spirion should already be installed on your computer. If you cannot find it, please open a ticket with the IT Service Desk (itsd@ua.edu) and the OIT Security team will contact you. |
| Paper records | Shred physical documents before disposal or recycling by using a shredder or placing the devices in a secure shred bin. Do not simply place the document in the trash bin. |
| Copiers, Fax Machines, Scanners, and Printers | Once a machine has reached the end of its useful life or lease, its transfer, return, or disposal must be preceded by rendering any cached sensitive information or data unrecoverable using the manufacturer’s recommended procedure. |
| Other Devices | Any electronic device that stores information on internal storage media such as a hard drive, internal memory card, soldered memory chip, or any other storage medium must be cleared of such data, reset to factory defaults, or have its storage device removed and destroyed before its transfer, return, or disposal. |