Adams Brown Technology Specialists, LLC – Equipment Destruction & Disposal Policy

Purpose & Notice

Clients often maintain confidential information within their databases and documents. Basic computer delete functions are insufficient to protect against recovery of such data when equipment is recycled, donated, or discarded. Even non-functioning equipment can contain recoverable data if not properly sanitized.

Improper disposal of equipment or media containing confidential information may expose the client to risks such as ethics violations, malpractice claims, and violations of federal laws including HIPAA and the Gramm-Leach-Bliley Act (GLBA). Additionally, failing to remove licensed software before disposal may violate copyright laws and vendor licensing agreements.

By checking the acknowledgment box within your quote, you confirm that you have read and understand this notice.

Policy

All computers, electronic devices, and storage media will be properly sanitized of confidential information and have licensed software removed before being recycled or donated. Non-working hard drives and non-rewritable media will be physically destroyed.

Procedures

  1. All equipment for disposal will be provided to Adams Brown Technology Specialists, LLC for data deletion and inventory maintenance. Equipment to be included in disposal procedures includes, but is not limited to:
    • Computers
    • Servers
    • Printers
    • Copiers
    • Scanners
    • Tablets (if purchased by Firm)
    • Smartphones (if purchased by Client)
    • USB flash drives
    • CDs/DVDs
    • Disks/Tapes
  2. All equipment marked for disposal will be accompanied by an Equipment Disposal Verification Form.
  3. All equipment marked for disposal will be properly sanitized using software that adheres to existing data sanitization standards. Adams Brown Technology Specialists, LLC’s data sanitization method will be documented on the Equipment Disposal Verification Form.
  4. Equipment that cannot be properly sanitized will be destroyed. The method of destruction will be documented on the Equipment Disposal Verification Form. Data sanitization includes, but is not limited to, the removal of:
    • Database records
    • Microsoft Office documents (Word, Excel, PowerPoint, etc.)
    • PDF files
    • Licensed software (except when the license is attached to the equipment, e.g., operating system)
    • Internet history
    • Temporary files
  5. All equipment marked for disposal will be handled in accordance with environmental regulations. Options for proper disposal of functioning equipment include:
    • Resale
    • Donation
    • Recycling