Data Destruction Policy Checklist

Print this page, or use your browser's Print option to save a PDF. Tick each item as it is done. The data work still needs to be agreed in writing before collection.

Policy or project number: ____________________

IT owner who signs off: ____________________

Contact name and business email: ____________________

Asset list version: ____________________

• List computers, servers, storage devices and other equipment that may hold data.

• Note the device and drive serial numbers you have.

• Flag devices with missing or unreadable serial numbers.

• Note which drives are still inside equipment and which are loose.

• Set aside devices that are staying or belong to someone else.

Printers and network gear can hold data too.

• Name who approves letting devices go and how the data is handled.

• Confirm anything you need to keep has been backed up.

• Check ownership, leases and return terms before approving destruction.

• Flag any devices on legal hold or under investigation.

• Write down the approval date and which version of the list it covers.

A device marked "redundant" is not automatically approved for destruction. Keep unapproved devices apart.

• Choose wiping or physical destruction for each group of drives.

• Agree whether drives are removed first, and who does it.

• Decide what you need listed for each drive, if anything.

• Decide what happens if a drive cannot be wiped.

• Name who approves any change of plan.

A general equipment collection does not include a list of wiped drives unless you ask for one. Read how we handle data before you decide.

• Name the person who signs off on collection day.

• Agree locked containers, labels and any seals.

• Note where the devices are stored until collection.

• Have IT or a contractor disconnect the equipment.

• Confirm inductions, escorts, lift access and the loading route.

• Check the devices and containers against the approved list.

• Note any missing serial numbers, extra items or damage before the truck leaves.

• Keep the approval and the list you actually used.

• Name who follows up anything that does not match.

If a device is not on the list, stop and check before it goes.

• Check the confirmation against your list of drives.

• Check the method, date and job number.

• Follow up anything missing separately.

• Get the IT owner's sign-off before closing the job.

Plan the collection through e-waste and IT decommissioning, and read our compliance page. Tell us what you've got and we will reply by email with a price once we know what you have.