Secure Data Handling and Disposal: Minimising Risk Throughout the Data Lifecycle
Properly handling data throughout its lifecycle, from creation to disposal, is key to preventing data breaches and protecting privacy.
Understand Data Sensitivity (Classification):
Identify Sensitive Information: Be aware of what constitutes sensitive data (e.g., Personally Identifiable Information (PII), financial details, health records, confidential business information).
Handle Accordingly: Apply stricter security measures to more sensitive data.
Practise Data Minimisation:
Collect Only What's Necessary: Only collect and retain the minimum amount of personal or sensitive data required for a specific, legitimate purpose.
Delete When No Longer Needed: Establish retention policies and securely delete or anonymise data when it is no longer required for its original purpose or by law.
Secure Storage of Data:
Encryption: Encrypt sensitive data both at rest (when stored on hard drives, USBs, or servers) and in transit (when being sent over a network or the internet).
Access Controls: Implement strong access controls to ensure that only authorised individuals can access sensitive data.
Secure Data Transfer:
Encrypted Channels: Use secure methods for transferring sensitive data, such as encrypted email (e.g., using S/MIME or PGP), secure file transfer protocols (SFTP), or encrypted messaging apps. Avoid sending sensitive data via unencrypted email or instant messaging.
Secure Disposal of Physical Media:
Shredding: Shred paper documents containing sensitive information before discarding. Use a cross-cut or micro-cut shredder for higher security.
Physical Destruction of Drives: For hard drives, SSDs, USB drives, and mobile devices, use data wiping software that overwrites the data multiple times. For highest security or for damaged drives, physical destruction (e.g., shredding, degaussing, or drilling) is recommended. Simply deleting files or formatting a drive is not sufficient.
Secure Deletion of Digital Files:
Beyond the Recycle Bin: Understand that "deleting" a file often just removes the pointer to it, and the data can still be recovered. Use secure deletion utilities or built-in OS features (if available) to overwrite the file's storage space.
Train Staff on Data Handling Policies (for Organisations):
Ensure all employees who handle sensitive data are trained on the organisation's data handling, retention, and disposal policies.
