Data Destruction Procedures¶

Last Updated: February 2026 Target Audience: Warehouse Staff (Hard Drive Team), IT Manager, Operations Manager, Management

This guide covers Scott Recycling's data destruction procedures, from the moment a data-bearing device enters our facility to the issuance of a Certificate of Destruction. Proper data destruction protects our customers, satisfies legal requirements, and is a core component of R2 certification.

Overview¶

Every device that enters Scott Recycling may contain sensitive data -- customer records, financial information, health data, intellectual property, or personal files. Our responsibility is to ensure that data is completely and irreversibly destroyed before any device is resold, recycled, or scrapped.

Data Breach Risk

A single improperly wiped hard drive can expose a customer to a data breach, resulting in lawsuits, regulatory fines, and loss of trust. Treat every data-bearing device as if it contains the most sensitive information imaginable.

Data-Bearing Devices¶

The following devices may contain data and must go through the data destruction process:

Device Type	Common Data Storage	Destruction Method
Desktop computers	HDD, SSD	Software wipe or physical destruction
Laptops / Chromebooks	HDD, SSD, eMMC	Software wipe or physical destruction
Servers	HDD, SSD, RAID arrays	Software wipe or physical destruction
External hard drives	HDD, SSD	Software wipe or physical destruction
USB flash drives	Flash memory	Physical destruction
Phones / Tablets	Flash memory	Factory reset + physical destruction
Printers / Copiers (with storage)	HDD, flash memory	Physical destruction
Networking equipment	Flash memory, NVRAM	Factory reset or physical destruction
Tape drives / backup tapes	Magnetic tape	Degaussing or physical destruction

Chain of Custody¶

Chain of custody documentation tracks every data-bearing device from the moment it arrives at our facility until data destruction is verified and documented.

Step 1: Receiving¶

When materials arrive (via driver pickup or customer drop-off):

Log the incoming shipment in the receiving system with:
- Customer name and contact information
- Date and time received
- Receiving employee name
- General description of materials (e.g., "15 desktop towers, 8 laptops, 2 boxes loose hard drives")
Segregate data-bearing devices from non-data-bearing materials immediately
Move data-bearing devices to the secure staging area (access-controlled)

Step 2: Inventory and Serial Number Recording¶

Before any processing occurs:

Record the serial number of every data-bearing device
- Hard drives: manufacturer serial number on the label
- SSDs: manufacturer serial number on the label
- Laptops/desktops: asset tag or service tag (Dell, HP, Lenovo)
- If no serial number is legible, assign an internal tracking number
Link serial numbers to the customer in the tracking system
Record the media type (HDD, SSD, tape, flash, etc.)

Serial Number Scanning

Use the Serial Number Scanner in Odoo to streamline serial number capture. Scan barcodes where available; manually enter where not.

Step 3: Secure Storage¶

Data-bearing devices awaiting destruction must be stored securely:

Locked area with restricted access (authorized personnel only)
No devices leave the secure area until destruction is complete and documented
Inventory counts of the secure area should be conducted regularly

Step 4: Destruction¶

Destruction is performed using one of the approved methods described below.

Step 5: Verification and Documentation¶

After destruction:

Verify destruction -- confirm the device is wiped (software) or physically destroyed
Record the destruction in the tracking system:
- Serial number
- Destruction method used
- Date of destruction
- Employee who performed the destruction
- Verification result (pass/fail)
Failed devices must be re-processed or escalated (see "Handling Failures" below)

Step 6: Certificate of Destruction¶

Issue a Certificate of Destruction to the customer (see section below).

Destruction Methods¶

Method 1: Software Wiping (Sanitization)¶

Software wiping overwrites all data on a storage device with random data patterns, rendering the original data unrecoverable.

When to use:

HDDs and SSDs that will be resold or reused
Devices where physical destruction is not required by the customer

Standard: NIST 800-88 "Clear" or "Purge" level (see NIST section below)

Procedure:

Connect the drive to the wiping workstation
Select the appropriate wiping method:
- HDDs: Minimum 1-pass overwrite (NIST 800-88 Clear) or 3-pass overwrite (DoD 5220.22-M) if customer requires
- SSDs: Use manufacturer Secure Erase command or NIST 800-88 Purge method (standard overwrite is insufficient for SSDs due to wear leveling)
Run the wipe and wait for completion
Verify the wipe -- the wiping software should produce a verification report
Record the result with the serial number in the tracking system

SSD Wiping

Standard overwrite methods are NOT sufficient for SSDs. SSDs use wear leveling, which means overwrite passes may not reach all data cells. Always use the manufacturer's Secure Erase command or NIST 800-88 Purge method for SSDs. When in doubt, physically destroy the SSD.

Advantages:

Drives can be resold, generating revenue
Non-destructive -- preserves the hardware
Automated and scalable

Limitations:

Takes time (hours per drive for HDDs)
May not work on damaged or failing drives
SSD wiping requires specific methods

Method 2: Physical Destruction (Shredding)¶

Physical destruction reduces the storage device to small fragments, making data recovery physically impossible.

When to use:

Any device where software wiping is not possible (damaged drives, failing drives)
Devices where the customer requires physical destruction
SSDs where Secure Erase is not available or cannot be verified
Flash drives, tapes, and other media that cannot be reliably wiped

Procedure:

Remove the hard drive or storage device from the computer/server
Record the serial number (if not already recorded)
Feed the drive into the shredder
Verify destruction -- fragments should be no larger than the facility's defined maximum particle size
Record the destruction with the serial number

Shredder Safety

Follow all lockout/tagout procedures before performing any maintenance on the shredder. Keep hands, clothing, and loose items away from the feed area. Wear required PPE: safety glasses, cut-resistant gloves, and hearing protection.

Advantages:

Absolute data destruction -- no possibility of recovery
Works on any storage media type
Fast processing time per unit
Visible, verifiable destruction

Limitations:

Drives are destroyed and cannot be resold
Equipment maintenance costs
Generates scrap material that must be managed

Method 3: Degaussing¶

Degaussing uses a powerful magnetic field to erase data on magnetic media by disrupting the magnetic domains on the storage surface.

When to use:

Magnetic HDDs (not effective on SSDs or flash media)
Backup tapes
Situations where physical destruction equipment is not available

Procedure:

Place the drive in the degausser
Run the degaussing cycle
Verify the drive is non-functional (a properly degaussed drive will not spin up)
Record the destruction with the serial number

Degaussing Limitations

Degaussing is NOT effective on SSDs, flash drives, or any solid-state media. It only works on magnetic media (HDDs and tapes). Always verify that degaussed drives are non-functional.

NIST 800-88 Guidelines for Media Sanitization¶

NIST Special Publication 800-88 (Revision 1) provides the federal standard for media sanitization. R2 certification references NIST 800-88 as the benchmark for data destruction.

Sanitization Levels¶

Level	Method	Description	When to Use
Clear	Overwrite	Overwrites all addressable storage locations with a fixed value or random data	Drives being reused within the organization or resold to known parties
Purge	Enhanced overwrite, block erase, or cryptographic erase	More thorough than Clear; uses technology-specific methods to make data recovery infeasible	Drives leaving organizational control (resale, recycling)
Destroy	Physical destruction	Shredding, disintegration, incineration, or melting	Highest security requirements; media cannot be reused

Selecting the Right Level¶

For Scott Recycling's operations:

Customer drives being resold: Minimum Purge level
Customer drives being scrapped: Destroy level (physical destruction)
Drives with unknown contents: Purge or Destroy
Drives where customer contract specifies destruction: Destroy level only
Damaged drives that cannot be wiped: Destroy level

Verification Requirements¶

NIST 800-88 requires verification after sanitization:

For Clear/Purge: Sample verification by attempting to read the sanitized media
For Destroy: Visual verification that the media is destroyed beyond recovery
All levels: Document the method, verification result, and date

Serial Number Tracking Requirements¶

Every data-bearing device must be tracked by serial number throughout the destruction process.

Required Data Points¶

Field	Description	Example
Serial Number	Manufacturer serial or internal ID	WD-WCAV5H123456
Customer	Who the device came from	ABC Corporation
Date Received	When it arrived at our facility	2026-02-15
Media Type	HDD, SSD, tape, flash, etc.	HDD
Capacity	Storage capacity	500 GB
Destruction Method	Software wipe, shred, degauss	Shredded
Destruction Date	When destruction was performed	2026-02-18
Performed By	Employee who performed destruction	John Smith
Verification Result	Pass or fail	Pass
Certificate Number	CoD reference number	COD-2026-0215-001

Tracking System¶

Serial numbers and destruction records are maintained in the Odoo system. See the Serial Number Scanner guide for scanning and entry procedures.

Certificate of Destruction¶

A Certificate of Destruction (CoD) is a formal document provided to the customer confirming that their data-bearing devices have been securely destroyed.

What the Certificate Must Include¶

Field	Description
Certificate number	Unique identifier (e.g., COD-2026-0215-001)
Customer name and address	The organization whose devices were destroyed
Date of destruction	When destruction was performed
Destruction method	Software wipe (to NIST 800-88 standard), physical destruction, or degaussing
Device list	Serial numbers, media types, and quantities of all destroyed devices
Sanitization standard	Reference to NIST 800-88 level (Clear, Purge, or Destroy)
Scott Recycling information	Company name, address, contact, authorized signature
Authorized signature	Signed by the employee responsible for data destruction operations

Issuing Certificates¶

After all devices for a customer shipment have been destroyed and verified, generate the CoD
Review the certificate for accuracy -- verify serial numbers match the customer's shipment
Obtain authorized signature
Send the certificate to the customer (email PDF and/or mail hard copy, per customer preference)
Retain a copy in the customer's file

Certificate Reports

See the Certificate Reports guide for generating Certificates of Destruction from Odoo.

Timing¶

Certificates should be issued within 5 business days of completing destruction
If the customer requests expedited certification, prioritize accordingly

Witnessed Destruction¶

Some customers -- particularly government agencies, healthcare organizations, and financial institutions -- require witnessed destruction of their data-bearing devices.

Procedure for Witnessed Destruction¶

Schedule the visit -- coordinate a date and time with the customer
Prepare the devices -- have all the customer's devices identified, serial numbers recorded, and staged in the destruction area
Customer witness arrives -- verify their identity and provide required PPE (safety glasses, hearing protection)
Perform destruction -- destroy each device while the customer observes
Document each device -- record the serial number and destruction result as each device is processed
Generate the CoD -- issue the certificate on-site if possible, with both parties signing
Provide the certificate -- give the customer their copy immediately or within 24 hours

Witnessed Destruction Best Practices

Have everything staged and ready before the customer arrives. A smooth, professional witnessed destruction visit builds customer confidence and often leads to repeat business and referrals.

Handling Failures¶

When a drive cannot be successfully wiped (software returns an error or verification fails):

Do not return the drive to general inventory
Flag the drive in the tracking system as "wipe failed"
Escalate to physical destruction -- the drive must be shredded
Update the tracking record with the new destruction method and result
Notify the team lead if failures are frequent -- may indicate equipment issues

Record Retention¶

Record Type	Retention Period	Notes
Destruction logs (serial numbers, methods, dates)	Minimum 7 years	Many customer contracts require 7 years; some require longer
Certificates of Destruction	Minimum 7 years	Retain copies of all CoDs issued
Chain of custody documentation	Minimum 7 years	Receiving logs, transfer records
Wipe verification reports	Minimum 7 years	Software-generated wipe reports
Customer contracts/agreements	Duration of contract + 7 years	Data destruction service agreements
Employee training records	Duration of employment + 3 years	Data security training documentation

Do Not Discard Records

If in doubt about whether to keep a record, keep it. The cost of storing records is trivial compared to the cost of being unable to produce them when a customer, auditor, or attorney asks.

Customer Communication¶

What to Tell Customers About Our Data Destruction¶

When discussing data security with customers:

We follow NIST 800-88 Guidelines for media sanitization
Every data-bearing device is tracked by serial number from receipt to destruction
We provide a Certificate of Destruction listing every device and its serial number
We offer both software sanitization (for drives being resold) and physical destruction (for drives being scrapped)
Witnessed destruction is available upon request
Our procedures are designed to meet R2 certification data security requirements

What NOT to Say¶

Do not guarantee that data has "never" been accessed -- we guarantee it has been destroyed
Do not make claims about specific certifications we do not yet hold
Do not commit to turnaround times without checking with the destruction team

Employee Training Requirements¶

All employees who handle data-bearing devices must complete the following training:

Training Topic	Frequency	Audience
Data security awareness	At hire + annually	All warehouse and processing staff
Chain of custody procedures	At hire + annually	Receiving staff, drivers, processing staff
Software wiping procedures	At hire + when methods change	Hard drive team
Physical destruction equipment operation	At hire + when equipment changes	Hard drive team
Certificate of Destruction generation	At hire + when process changes	Hard drive team lead, IT Manager
Serial number tracking system	At hire + when system changes	All processing staff

All training must be documented with date, topic, trainer, and attendee signature.

Questions? Contact your supervisor or refer to the Getting Started guide.