6-Attachment 1 - Certificate of Destruction for Contractors and Vendors.pdf
PDF 133 KB Posted
- Attached to
- Paternity Testing Services Request for Proposal
- Solicitation number
- 302–27–02246
- Issued by
- Texas
About this file
This document is a Certificate of Destruction form from the Office of the Attorney General – Child Support Division (OAG-CSD) for contractors and vendors managing sensitive media and records. The form provides detailed instructions and a template for properly sanitizing, clearing, purging, or destroying both hard copy and electronic media containing confidential information, following NIST Special Publication 800-88 Revision 1 guidelines and IRS Publication 1075 requirements for handling federal tax information, personally identifiable information (PII), and protected health information (PHI).
The document outlines three primary procedures for media disposition: CLEAR (for internal reuse), PURGE (for external reuse or transfer), and DESTRUCTION (for media that will not be reused). Contractors must validate and document the media status and disposition, protect any remaining data from unauthorized disclosure, and submit a signed certificate within five calendar days of destruction. The completed form must be sent to the OAG Child Support Division's Information Security Office, with copies distributed to the company's records management liaison and the CSD Contract Manager. The form was revised on 04-24-17 and provides comprehensive guidance on handling sensitive media across various storage types, including paper, hard drives, memory devices, phones, and networking equipment.
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Office of the Attorney General – Child Support Division Certificate of Destruction for Contractors or Vendors
Attachment #1 OAG-CSD Certificate of Destruction for Contractors or Vendors Revised: 04-24-17
Hard copy and electronic media must be sanitized prior to disposal or release for reuse. The OAG tracks, documents, and verif ies media sanitization and disposal actions. The media must be protected and controlled by authorized personnel during transport outside of controlled areas. Approved methods for media sanitization are listed in the NIST Special Publication 800-88 Revision 1, Guidelines for Media Sanitization: http://nvlpubs.nist.gov/nistpubs/SpecialPublications/NIST.SP.800-88r1.pdf
Contact Name Title Company Name and Address Phone
You may attach an inventory of the media if needed for bulk media disposition or destruction.
Media Type Media Title / Document Name
Hard Copy Electronic Media Description
(Paper, Microfilm, Computer Media, Tapes, etc.)
Dates of Records
Document / Record Tracking Number OAG Item Number Make / Model Serial Number
Item Sanitization
CLEAR Who Completed? Who Verified?
PURGE Phone Phone DESTROY DATE Completed
Sanitization Method and/or Product Used
Final Disposition of Media
Reused Internally Destruction / Disposal Reused Externally Returned to Manufacturer Other:
Comments:
If any OAG Data is retained, indicate the type of storage media, physical locations(s), and any planned destruction date.
Description of OAG Data Retained and Retention Requirements:
Proposed method of destruction for OAG approval:
Type of storage media?
Physical location?
Planned destruction date?
Within f ive (5) calendar days of destruction or purging, provide the OAG with a signed statement containing the date of clearing, purging or destruction, description of OAG data cleared, purged or destroyed and the method(s) used.
Authorized approval has been received for the destruction of media identif ied above and has met all OAG Records Retention Schedule requirements including state, federal and/or internal audit requirements and is not pending any open records requests.
Records Destroyed by: Records Destruction Verif ied by:
Signature Date Signature Date
Be sure to enter name and contact info for who completed the data destruction and who verified data destruction in the fields above.
http://nvlpubs.nist.gov/nistpubs/SpecialPublications/NIST.SP.800-88r1.pdf
Office of the Attorney General – Child Support Division Certificate of Destruction for Contractors or Vendors
Attachment #1 OAG-CSD Certificate of Destruction for Contractors or Vendors Revised: 04-24-17
INSTRUCTIONS FOR CERTIFICATE OF DESTRUCTION
Hard copy and electronic media must be sanitized prior to disposal or release for reuse. The OAG tracks, documents, and verif ies media sanitization and disposal actions. The media must be protected and controlled by authorized personnel during transport outside of controlled areas. Approved methods for media sanitization are listed in the NIST Special Publication 800-88 Revision 1, Guidelines for Media Sanitization: http://nvlpubs.nist.gov/nistpubs/SpecialPublications/NIST.SP.800-88r1.pdf
IRS Publication 1075 directs us to NIST guidelines for sanitization and disposition of media used for federal tax information (FTI). These guidelines are also required for sensitive or conf idential information that may include personally identif iable information (PII) or protected health information (PHI). NIST SP 800-88, Appendix A contains a matrix of media with minimum recommended sanitization techniques for clearing, purging, or destroying various media types. This appendix is to be used with the decision f low chart provided in NIST SP 800-88 Revision 1, Section 4.
There are two primary types of media in common use:
• Hard Copy. Hard copy media is physical representations of information. Paper printouts, printer and facsimile ribbons, drums, and platens are all examples of hard copy media.
• Electronic (or soft copy). Electronic media are the bits and bytes contained in hard drives, random access memory (RAM), read-only memory (ROM), disks, memory devices, phones, mobile computing devices, networking equipment, and many other types listed in NIST SP 800-88 Revision 1, Appendix A.
1. For media being reused within your organization, use the CLEAR procedure for the appropriate type of media. Then validate the media is cleared and document the media status and disposition.
2. For media to be reused outside your organization or if leaving your organization for any reason, use the PURGE procedure for the appropriate type of media. Then validate the media is purged and document the media status and disposition. Note that some PURGE techniques such as degaussing will typically render the media (such as a hard drive) permanently unusable.
3. For media that will not be reused, use the DESTRUCTION procedure for the appropriate type of media. Then validate the media is destroyed and document the media status and disposition.
4. For media that has been damaged (i.e. crashed drive) and can not be reused, use the DESTRUCTION procedure for the appropriate type of media. Then validate the media is destroyed and document the media status and disposition.
5. If immediate purging of all data storage components is not possible, data remaining in any storage component will be protected to prevent unauthorized disclosures. Within twenty (20) business days of contract expiration or termination, provide OAG with a signed statement detailing the nature of OAG data retained type of storage media, physical location, planned destruction date, and the proposed methods of destruction for OAG approval.
6. Send the signed Certif icate of Destruction to:
OAG: Child Support Division Information Security Of f ice PO Box 12017 Austin, TX 78711-2017 or send as an email attachment to:
Celerino.Torres@oag.texas.gov
Final Distribution of Certificate
Original to: Celerino Torres, Chief Information Security Officer 832-693-0888
Copy to: 1. Your Company Records Management Liaison - or - Information Security Officer
2. CSD Contract Manager http://nvlpubs.nist.gov/nistpubs/SpecialPublications/NIST.SP.800-88r1.pdf mailto:Celerino.Torres@oag.texas.gov
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