Data Disposal Day – October 25, 2023

Date: Wednesday, October 25, 2023

Time: 8:00 AM- 12:00 PM (or until truck hits full capacity)

Location: Parking Lot 12A near the Natural Sciences buildings

Each of us is responsible for the security of information assets with which we work. Properly disposing of electronic data is a key component of cybersecurity. Improper disposal, donation, or recycling of devices with electronic data may inadvertently disclose sensitive information, which could be exploited by cyber criminals.  

Much like digital data, keeping paper records with sensitive information that no longer need to be maintained under the UC Records Retention Schedule is both a security and privacy risk. Good document hygiene includes shredding unnecessary paper and deleting e-records in a way that is consistent with the UC University Records Management Program (BFB-RMP-1) and the UC Records Retention Schedule.

Southern California Shredding will be on campus to shred both paper and electronic data devices on October 25.

Acceptable Items for Data Disposal Day

• Paper Records (Remove documents from ring binders and hanging folders. Staples, paper clips, rubber bands, binder clips and folders with metal prongs don’t need to be removed.)
• Hard drives, SSDs (Where possible, please remove hard drives from devices before bringing them to be shredded)
• Smart phones and tablets
• Flash Drives
• SD Cards
• CDs/DVDs

 Do Not Bring:

• Backup tapes
• VHS tape
• Cassette tapes
• Accordion folders
• Hanging File Folders
• Three Ring Binders
• X-Rays
• Monitors
• Office Equipment
• Lab Equipment

Drop Off

You can drop off any items that your unit has determined should be destroyed. The truck will shred your paper records and electronic data devices onsite. Certificate of destruction can be made available upon prior request.

If you have more than ~100 hard drives that need to be shredded, please connect with security@uci.edu

If a department needs assistance with dropping off items at this event, please contact Stephanie Tenney before Wednesday, October 18, 2023.

Before you shred

1. Identify the records you have and whether they are still in use.
2. Check the UC Records Retention Schedule.
3. Determine whether the records can be destroyed:
   • If the retention period has lapsed and no one uses the records, destroy or delete the records. Shred sensitive paper records.
   • If the retention period has lapsed but the records are part of a foreseeable or ongoing litigation, an investigation, an ongoing audit, or a pending Public Records Act request, KEEP the records. Do NOT destroy them.
   • If your unit/department has been notified by Risk Management or counsel to retain the records, do NOT destroy them.
4. Verify with your supervisor that it is acceptable to destroy the records.
5. Visit the IT Security Proper Data Disposal webpage for choosing the correct disposal method for your device/data.

For examples of sensitive protected information, please visit the IT Security Protection Levels webpage.

Questions about classifying records or data elements can be directed to security@uci.edu.  

Thank you for helping to clear out unneeded documents and reduce security and privacy risks at UC. This free event is brought to you by the UCI Office of Information Technology, UCI Records Management, UCI Privacy, UCI Procurement Services, and UCI Libraries Special Collections & Archives.