UNC School of Medicine
Electronic Data Disposal Policy
A huge volume of electronic data is being transmitted and stored on computer systems
and electronic media by virtually every person conducting business in the School of
Medicine. A large percentage of that data contains sensitive information, including
personnel records, financial data, and protected health information. If the information on
those systems is not properly removed before the equipment is disposed of, that
information could be accessed and viewed by unauthorized personnel. As such, all
users of computer systems within the School of Medicine (SOM), including contractors
and vendors with access to SOM systems, are responsible for taking the appropriate
steps, as outlined below, to ensure that all computers and electronic media are properly
sanitized before disposal. Electronic Media is defined as any electronic storage device
that is used to record information, including, but not limited to hard disks, magnetic
tapes, compact disks, videotapes, audiotapes, and removable storage devices such as
floppy disks and zip disks.
The purpose of this policy is to establish a standard for the proper disposal of media
containing electronic data. The disposal procedures used will depend upon the type and
intended disposition of the media. Electronic media may be scheduled for reuse,
repair, replacement, or removal from service for a variety of reasons and disposed of in
various ways as described below.
The scope of this policy includes all electronic media in the School of Medicine and all
personnel who are responsible for or who use School of Medicine computer systems.
Vendors and contractors who have access to School of Medicine computer systems are
also subject to this policy.
All electronic media must be properly sanitized before it is transferred from the custody
of its current owner. The proper sanitization method depends on the type o