There is no doubting the seriousness of wiping data before returning rented IT equipment. IT asset managers and information security officers (ISMS) are primarily responsible for this activity, which, despite its seemingly mundane nature, has significant ramifications, particularly with regard to data security. A major worry is that if it is not handled carefully, confidential data may be compromised and data breaches may result. Returning rented IT storage devices necessitates secure data wiping, a painstaking procedure meant to remove private and sensitive data from many drives and devices. These gadgets consist of servers, USB storage devices, laptops, Macs, and loose devices. The critical dos and don’ts of returning leased IT hardware will be covered in this blog post, along with the dire repercussions of any mistakes made.
Purchasing and Returning Leasing Computer Hardware
Leasing IT equipment helps with budget management and operational efficiency by providing advantages such cheaper startup costs, predictable monthly expenses, quick upgrades, potential tax benefits, and lower maintenance costs. To prevent any penalties or costs for late or improper return, it is crucial to abide by the terms and conditions of the lease agreement while returning these leased IT assets, such as laptops, servers, Macs, printers, etc., once the period or usage has ended. In order to guarantee that no data is disclosed when a device changes hands, the leased IT equipment must also be completely cleared of any data that the lessor may have saved.
The Right way of Returning Leased IT Hardware
Make plans and prepare ahead of time.
Prior to the lease expiration date, you should make a strategy for the return of leased IT equipment. This will guarantee that the assets to be returned are thoroughly assessed, backups are made, and sensitive data is removed. Compiling the leased hardware—including configurations, serial numbers, and other details—is crucial since it can be used as proof in legal issues.
Identify Important IT Assets for Safe Return
Asset management is still essential in an organisation. Every IT asset needs to be properly inventoried, have clear ownership, and follow the company’s established “Acceptable Use Policy.” In order to ensure data integrity and security, organisations must label IT assets in accordance with Annex A.5.13 of the ISO 27001:2022 standard. Labelling techniques that can be used include physical labels, headers, footers, and watermarking. This method helps return the consignment of IT assets while protecting sensitive data and streamlining asset management.
Prior to returning the device, back up the data.
To avoid data loss even when devices are returned, your organisation needs to create a backup policy for data. Annexe A 12.3 of the ISO standard discusses supporting data for companies that have obtained ISO 27001:2022 certification. Annexure 12.3.1 requires consistent testing and periodic data backups. As per the ISO 27001:2022 standard, it is imperative to conduct routine testing of backups to guarantee rapid and successful restorations. To make sure backups are occurring in accordance with the backup policy, monitoring and recording of backups should be put into place.
Check the terms and conditions of the lease before returning any devices.
It is essential that you comprehend the terms and conditions (T&Cs) of the contract, which include the penalties for faults, damages, and returning non-functional equipment. Make sure the item being returned is packed securely to prevent additional damage during transportation.
Wipe securely any data on rented devices before returning them.
Make sure the device is securely erased before returning IT assets to avoid any unwanted access or leaks. The NIST Guidelines for Media Sanitization, which outline strategies like clear and purge with explicit instructions on choosing and confirming suitable erase techniques, provide a strong approach. In addition to helping to comply with regulations, this extensive procedure guarantees data privacy.
The Things Not to Do When Returning Leasing Computer Hardware
Returned IT hardware should be inspected to ensure it is in good condition.
Before returning the leased IT hardware, you should give it a careful inspection. It is imperative that you take this action to prevent further costs and conflicts with the lessor.
Don’t Use Free Software for Data Wiping
Avoid using free software to erase data from leased IT assets. These programmes don’t generate any official proof of erasure and are untrustworthy. Select a qualified, expert tool such as BitRaser, which offers a Certificate of Data Destruction. This NIST-compliant certificate attests to the secure erasure of all data and the absence of any chance of data leaks. It serves as an audit trail and aids in adherence to international data protection regulations such as the CCPA, EU-GDPR, and others.
Keep the Proof of Return with You
When returning rented IT hardware, losing the proof of return paperwork might cause serious problems that could damage the lessee’s reputation and legal obligations.
Never Use Inappropriate Packaging
IT equipment that has been leased should never be returned in subpar packing. Inadequate packing may cause harm to the products and incur extra costs.
In summary
When you return your leased IT equipment, as a business, you have the chance to protect your data and stop data breaches. It is imperative that you permanently erase any sensitive data from any rented laptops, desktop computers, Mac devices, servers, or printers. You may depend on certified data erasure software to guarantee adherence to data security best practices and laws. BitRaser Drive Eraser is one of the suggested solutions for improved data security and compliance, among others.