Forgotten devices are among the most common causes of data breaches and security concerns within businesses. This is a known issue that many companies haven’t taken seriously, resulting in continued issues and security risks. Understanding what sensitive data is and how these overlooked devices can lead to unnecessary security and compliance risks can help you put a more robust process in place to prevent these issues. In this article, we will explain where this embedded data can reside and how it should be handled to avoid compliance and security risks.
What Is Embedded Data?
Embedded data is the information that is automatically stored within electronic devices as part of their normal operation. It is data that isn’t manually saved by the device’s owner but is saved throughout daily operations. This data enables the device to function properly, but it also stores sensitive information such as settings, user preferences, temporary files, and usage history. The data stored on devices varies with the type of device and its primary use. Here is a look into where embedded data is usually stored on devices:
- Internal hard drives
- Cache memory
- eMCC Storage
- Flash memory
- SSDs
- Firmware memory
Embedded data can live on a device long after it’s no longer used. The risk comes when that data sits and isn’t properly disposed of through an ITAD process. Understanding where the embedded data lives and the associated risks is the first step toward creating a process for a proper ITAD strategy.
What Devices Might Store This Data?
Everyday business devices can store this data, making it important to understand what devices they are and which one you might have in your lineup.
Multifunction Printers or Copiers
- Fax records
- User credentials
- Print jobs
- Scanned documents
Network Equipment
- Routers
- Firewalls
- IP Addresses
VPN settings - Switches
- Saved configurations
POS Systems
- Transaction records
- Employee logins
- Customer data
Security Systems
- DVRs and NVRs
- Surveillance footage
- User access logs
How Forgotten Data Can Create a Security Risk
Forgotten data can create a security risk for your organization, but why? The main reason this poses a huge security risk is that unauthorized people can access the data left behind if the equipment falls into the wrong hands. When this happens and the data is accessed, it can lead to issues such as data breaches, identity theft, financial losses, exposure of customer privacy, and reputational damage. Ultimately, the best way to keep this under control and as secure as possible is to put devices through a proper ITAD process as soon as they are deemed unused.
Compliance Considerations to Be Aware Of
When it comes to compliance, there are regulations that you should be aware of to ensure that you are not at risk. Organizations are expected to account for every device used, treating unused devices as a violation if they remain in the organization’s possession. Some compliance and regulatory requirements you should be aware of include HIPAA, CCPA, GDPR, PCI DSS, and any other industry-specific regulations. Compliance should be thought about beyond just your regular computers and servers. Risky devices can be anything used throughout the organization, making it critical to track all such devices and stay on top of proper practices.
How IT Asset Disposition Handles Embedded Data
The best way to avoid security breaches and data leaks is to have a trusted ITAD partner who can collect and destroy these devices. This process is essential for every organization that uses electronics, which is all of them in today’s age. With that said, here is a look into how ITAD vendors handle embedded data:
Identifying the Asset: The first step is to inventory equipment so all devices are accounted for and to determine which have storage capabilities.
Data Sanitization: This step is where they will professionally wipe the devices and delete any remaining data. This is done via certified data wiping, as well as cryptographic erasure and degaussing where necessary.
Physical Destruction: Although the data on the device is professionally wiped, the device still needs to be destroyed. This can include shredding the storage media and destroying any embedded memory components of the device.
Documentation: ITAD vendors are required to document the entire process for reporting purposes, from the moment they receive the device through its destination and the steps it undergoes, all the way to when it is physically destroyed or recycled. They must have certificates of destruction, documentation of the chain of custody, and provide audit-ready reporting.
Our Tips For Retiring Old Devices
If your organization has storage closets with old devices, untracked IoT devices, and incomplete asset inventories, then there is a chance you have overlooked embedded data. As an organization, it is your responsibility to implement practices that protect you, your company, and your company’s customers. Here are some of our professional tips on how you can retire old devices:
- Keep up with an IT asset inventory
- Work with a certified ITAD vendor
- Include all devices in the retirement plan
- Establish decommissioning procedures
- Ensure employees are aware of procedures
- Verify destruction before the equipment leaves the facility
Don’t Risk a Data Breach With Embedded Data
Embedded data is in more devices than you might think, but not understanding things can make for a riskier situation. Protecting sensitive information means looking beyond typical computers and desktops, and instead considering devices that might not be thought of. If your organization uses electronic devices, it is critical to establish a process to keep your company and your customers secure and compliant. If you aren’t working with a trusted ITAD vendor now, then we recommend finding one as soon as possible to ensure that your devices are properly disposed of and no longer pose a risk.
