Kean University Asset Disposal & Secure Data Destruction Procedure
Table of Contents- About This SOP
- Scope
- Key Definitions
- Roles & Responsibilities
- Disposal Procedures
- Related Policies & Standards
- NIST CSF 2.0 Mapping
- Metrics & KPIs
- Records & Storage
- Document Control
About This SOP
This Standard Operating Procedure (SOP) defines how Kean University securely and compliantly disposes of University‑owned assets at the end of their lifecycle. The procedure ensures that sensitive data is destroyed in a manner that prevents unauthorized access and supports audit and regulatory requirements.
Scope
This SOP applies to all physical and digital assets that have reached end‑of‑life, including computing devices, storage media, and network equipment.
Key Definitions
- Secure Wipe: The use of approved technical methods to permanently destroy data so it cannot be recovered.
- Certificate of Destruction: Documentation provided by a vendor confirming that data destruction has been completed.
Roles & Responsibilities
- Lifecycle Manager: Approves asset disposal and tracks disposal activities.
- Technicians: Perform secure data wiping and verify completion.
- Information Security: Approves data destruction standards and methods.
- Approved Vendors: Perform certified destruction when third‑party services are required.
Disposal Procedures
View step-by-step asset disposal process
1. Disposal Authorization
- Assets are identified for disposal due to end of lifecycle, damage, failure, or replacement.
- The disposal request is reviewed and approved by the Lifecycle Manager.
2. Data Classification Review
- The asset’s data classification is confirmed.
- The sensitivity of the data determines the required destruction method.
3. Secure Data Destruction
- An approved data wiping or destruction method is applied.
- Methods align with standards approved by Information Security.
- When using third‑party services, only approved vendors are permitted.
4. Verification
- Data destruction is verified by a technician or by reviewing a vendor Certificate of Destruction.
- If destruction fails verification, the process is repeated.
5. Asset Record Closure
- The asset status is updated to “Disposed” in the Asset Management System.
- Evidence of destruction is attached to the asset record.
Related Policies & Standards
- KU IT 01 – Asset Management Policy
- Data Classification Policy
- Information Security Policy
NIST CSF 2.0 Mapping
- Protect: PR.DS (Data Security)
- Recover: RC.IM (Improvements)
Metrics & KPIs
View asset disposal performance measures
- Percentage of disposed assets with verified destruction evidence
- Disposal processing time
- Audit findings related to asset disposal
Records & Storage
- Disposal records: Asset Management System
- Certificates of Destruction: [Scrut.io – link to be provided]
Document Control
- Version: 1.0
- Author: Asset Lifecycle Governance Lead
- Approver: Chief Information Security Officer (CISO)
- Effective Date: February 13, 2026
- Review Cycle: Annual
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