Data proliferation is a phenomenon that can occur terrifyingly quickly. As a result, it can be difficult to control. In a previous article, we covered the definition of data proliferation, outlined how it can happen and suggested steps for its control. This article will cover more ways to deal with data proliferation, as well as proper storage and tracking.

Data Deletion

Computers, HDDs and other devices which have become obsolete usually end up at an asset disposal service for destruction or recycling. If carried out properly, this will ensure that all disks and files are effectively and permanently destroyed. Unfortunately, most ‘free’ IT recycling services do not adequately delete data from storage devices before passing your old assets on for resale.

To prevent the risk of data proliferation there are steps that should be taken before recycling to ensure higher security. Deleting data is not enough; which is why we take additional steps to ensure data is permanently unrecoverable. This includes permanent removal of any temporary files and use of advanced software that ensures permanent data deletion.

Data Management

Your staff have access to a lot of sensitive data through their roles in your business, creating a risk of proliferation either through accident or malpractice. A sound data management and access policy will help reduce this risk.

In addition to current employees, you may also want to consider any possible data access that former employees have. Employees leaving your company should sign an agreement to return any company data and media. On the company side, passwords can be changed to prevent unwanted access to data held communally.

If you plan to reuse a former employee’s computer elsewhere in your business, it is a sensible practice to have it sanitised before handing it over to someone else. Get in touch to find out more about our data sanitisation services – which completely destroys data while leaving your hardware untouched.

Asset Tracking

As you know, data can become compromised long before your company’s devices end up going for IT asset disposal. Ensuring that tracking software is installed on all devices means you can search for and find any devices that are lost or stolen.

Today’s technology has proven to be a handy means of rendering a device unusable with a remote command. Logging each asset in an asset tracking database, with its own unique identifying number and asset tag, is an effective way of minimising the risk of proliferation through loss or theft.

Minimising Confidentiality Problems

One way to secure your data is by making it anonymous. Documents referring to specific names or locations can be removed and replaced with generic names. Doing this keeps the security of places, names and other sensitive data secure should it fall into the wrong hands.

Cloud Storage

Cloud storage is helping prevent data proliferation. The cloud allows one central location for all company data, which is remotely accessed by individuals via a secure connection. This eliminates the need for multiple copies of data. However, it is important to note that not all such cloud connections are completely secure. For impartial advice on secure cloud storage, we advise you to speak to one of our data security specialists.

Safeguard Your Data Security

By taking proactive steps to minimise the ongoing risk of data proliferation, you can go a long way to safeguard your data. This is especially true now, when digital data faces new security issues on a daily basis.

The best way to completely remove risk when recycling assets is to choose a professional IT asset disposal company, such as Absolute IT, who can provide an efficient, secure and thorough data cleansing service. You can find out more about our Asset Disposal and Data Sanitisation services by following these links to our website.