What are the best practices for securely disposing of data for your virtual team?

1 Choose the right data disposal method

Depending on the type and format of the data you want to dispose of, you may need to use different methods to ensure its complete destruction. For physical media, such as paper documents, CDs, DVDs, or USB drives, you should use a shredder, a degausser, or a crusher to render them unreadable. For digital media, such as hard drives, SSDs, or mobile devices, you should use a software tool that overwrites the data multiple times with random patterns, such as DBAN, Eraser, or Secure Erase. Alternatively, you can physically destroy the device by drilling holes, smashing it, or burning it.

2 Follow the data disposal policies and standards

If you work for an organization or a client that has specific data disposal policies and standards, you should follow them strictly and document your compliance. For example, some industries or regions may require you to follow certain regulations, such as HIPAA, GDPR, or NIST, that specify how to dispose of data securely and protect the privacy of individuals or entities. You should also check the contracts or agreements you have with your organization or client and follow any clauses or terms related to data disposal.

3 Encrypt your data before disposing of it

Another best practice for securely disposing of data for your virtual team is to encrypt your data before you delete it or destroy it. Encryption is a process that scrambles your data and makes it unreadable without a key or a password. By encrypting your data, you add an extra layer of security and reduce the risk of someone recovering or accessing your data even if they get hold of your device or media. You can use encryption software, such as BitLocker, FileVault, or VeraCrypt, to encrypt your entire drive or specific folders or files.

4 Wipe your data from cloud services and online platforms

If you use cloud services or online platforms to store, share, or collaborate on data with your virtual team, you should also wipe your data from them when you no longer need it. Cloud services and online platforms may keep copies or backups of your data on their servers, which may be vulnerable to breaches or attacks. To wipe your data from cloud services and online platforms, you should delete your files permanently, clear your trash or recycle bin, and revoke any access permissions or links you have granted to others.

5 Educate your virtual team members on data disposal best practices

Finally, you should educate your virtual team members on data disposal best practices and ensure that they follow them consistently. You can create a data disposal policy or guideline for your virtual team and share it with them regularly. You can also provide training or resources on how to use data disposal tools or methods effectively. You can also monitor and audit your virtual team's data disposal activities and provide feedback or support as needed.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?