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Policy Title: Electronic Data Removal from Devices Policy ID: IT-2 Origination Date: July 17, 2003 Update Date: May 12, 2014 IT2-1 Policy It is the policy of Ogden City IT that all software and data files must be removed from electronic devices, such as desk top and lap top computers, pad devices, cell phones, cards, USB drives, before they are redeployed, given to surplus, or destroyed. IT2-2 Policy Purpose To protect Ogden City data from theft, corruption, and loss. IT2-3 Evidence of Compliance The City will not receive any complaints or other actions due to errant data left on electronic media. City data and software will not be compromised. IT2-4 Policy Procedures 1. Upon receiving an electronic device for scrubbing, redeployment, destruction, or surplus, I.T. creates a tracking work order. 2. The data on the device is moved to \\fs1\employee\computer\. The data is retained there for four weeks, unless otherwise specified, and is then deleted. 3. I.T. stores the electronic device in a secured cabinet and schedules it to be data scrubbed (wiped clean). 4. I.T. scrubs the device following government standards (DOD 5220.22-M). The device is stored in a secured cabinet awaiting redeployment, destruction, or being moved to surplus. 5. When the electronic device is ready for redeployment/surplus, I.T. scrubs the device again. 6. Devices for surplus are provided to a third party vendor who a. destroys the device and provides corresponding written certification, or b. cleans the device following government standards (DOD) and provides corresponding written certification, resells it, and pays the City a percent of the revenues as per contract IT2-5 Enforcement: Any employee found to have violated this policy may be subject to disciplinary action up to and including termination of employment.