Erasure documentation

📑 Document what has been done!

At least as important as the clean deletion are the corresponding documents that prove this. All the steps we carry out on donated devices can be seen here.

🚫 No proof, no certainty

An audit trail enables organisations to provide evidence of secure and complete data destruction. It provides transparent documentation and ensures that legal data protection requirements are met.

Advantages of an audit trail

Every device that is passed on or sold should first be cleared of all data. A clean audit trail therefore helps with the following points:

🏛️ Legal security

An audit trail makes it possible to provide clear evidence of data destruction in the event of audits or legal issues.

🦺 Safe processing

Organisations can demonstrate transparent processes to their own customers and partners.

💽 Data protection

Minimised risk through certified processes and documentation that enable and identify data erasure in the first place.

Deletion documents

Main documents

Batch overview

Summarises the processing of an entire donation, including the number of processed devices and data carriers, as well as the donation value.

CSV list

Each device and any loose hard drives are identified here. The aim is that this list can be used by the donor for synchronisation in the IAM/MDM system.

Proof of adjustment

Confirms the secure inventory of a device. Each device is uniquely identified. Each of these documents also refers to the corresponding donation and its own data carriers.

Certificate of deletion

Certifies the data erasure or destruction of a data carrier in accordance with the specifications of NIST 800-88 and DIN 66399. Here, too, there are cross-references to the carrier device and the corresponding donation.

Destruction video (only for data carrier destruction)

Documents the physical destruction of hard drives using video recordings. The complete destruction process per data carrier is recorded from three angles.

Accompanying documents

Confirmation of receipt / dispatch

Documents the handover of devices and data carriers. This confirmation of receipt shows how many devices were received by us or sent to us - including where and when.

Running sheet

«Runs» with the donation as long as it is being processed. This is particularly important if the processing of a donation takes several days.

Sample documents

Proof of adjustment (device)Download

Erasure certificate (data carrier)Download

Video proof of destruction (data carrier)Download

Document storage

🔐 Secure delivery and easy storage

As soon as a donation has been processed, donors receive an access link, which is password-protected. The cancellation documentation can then be downloaded for 30 days. wLw keeps all cancellation documentation for at least 10 years.

FAQ

Who processes devices at all?

Employees and volunteers who have passed our security checks. This includes obtaining extracts from debt collection and criminal records, signing non-disclosure agreements and completing several training courses. Every work process is traceable.

Who processes data carriers?

As soon as a data carrier has to be removed, an authorised person must take over the preparation and acknowledge a corresponding alarm. The affected data carrier must be deposited in the secured area within a defined period of time.

Which device has which hard drive in it?

1) Open the deletion document and open the purge certificate of the device.
2) Find the reference number of the data carrier on it.
3) (optional) Take further information from the cancellation certificate.

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