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In compliance with the State of Louisiana Office of Technology Services (OTS) Data Sanitization Policy (IT POL 1-04) and Louisiana Property Assistance Agency, the University has adopted the following policy related to the removal of security sensitive data from computer storage devices to ensure data privacy and protection.
This policy is to protect the intellectual property of Southeastern Louisiana University and the confidentiality of its employees and students, and clearly defines the procedures to be used in removing data prior to the release or disposal of equipment.
This policy applies to faculty, staff, and contractors with access to Southeastern’s computing systems.
Definitions as stated in the OTS Data Sanitization Policy, IT POL 1-04, are as follows:
Data Sanitization – the process of deliberately, permanently, and irreversibly removing or destroying data stored on a device or electronic media. A device or electronic media that has been sanitized has no residual data, even when data recovery is attempted with advanced forensic tools.
Device – any equipment, hardware, or system owned, managed, or utilized by an agency or its agents to transmit, store, or process data. Examples include, but are not limited to: laptops, desktops, servers, routers, smart phones, PDAs, tablets, monitoring systems, printers, fax machines, digital audio recorders, digital cameras, or copiers.
Electronic Media – any media owned, managed, or utilized by an agency or its agents with the capability to store, transmit, or receive data. Examples include, but are not limited to: CDs, DVDs, Hard Drives (HDD), Backup tapes, network attached storage, or internal system memory components (ROM and RAM).
Any computer or electronic media device subject to surplus, disposal, transfer, or permanently leaving the possession of Southeastern Louisiana University shall be sanitized using the approved methods and procedures as required by IT STD 1-17 Data Sanitization – Standards and Requirements as set forth by the State of Louisiana Office of Technology Services.
Transferring a Computer/Electronic Media Device from One Department to Another
Surplusing a Computer
Surplusing Electronic Media Devices
More detailed instructions/procedures can be found under the Property Control Department, Computer/Electronic Media-Transfer and Surplus Requirements, Reference No. PY-1501.
In order to stay current with the changing data security environment, this Policy is subject to revision. Before any such changes take effect, a request for changes will be made to the relevant information technology groups (Office of Technology, Client Services). The current version of the procedure will be posted in the Policies and Standards section of the Southeastern Louisiana University website.
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