A reliable data erasure process requires clear responsibilities, suitable methods and proper documentation. Recent 2026 guidance from NIST and the Australian Signals Directorate highlights the importance of structured security practices. Here are seven steps to help your IT team build or improve its data erasure process.

1. Identify Which Devices Need to Be Included

Begin by listing all the devices and storage media that should be included in your erasure process. This could be laptops, desktops, servers, hard drives, SSDs, or mobile devices. Keeping your IT asset inventory up to date helps you see which devices need to be processed, where they are, and if any storage media are managed separately. This overview helps make sure nothing gets missed.

2. Assign Clear Responsibilities

Data erasure usually involves several teams, like IT, information security, and asset management. Sometimes, external service providers are part of the process too. Make sure everyone knows who authorizes, performs, and reviews each erasure. Clear responsibilities help keep everything organized, especially when equipment is spread across different locations.

3. Assess Your Data and Choose the Right Method

Not every device holds the same kind of information, and different storage technologies may need different erasure methods. Think about how sensitive the data is, what type of storage media you have, and the level of assurance your organization needs. Based on these factors, you might use software-based erasure, device sanitization commands, or physical destruction. NIST's Guidelines for Media Sanitization can help you set up a program and choose the right methods for your needs.

4. Create a Consistent Workflow

A clear workflow helps your team follow the same steps, from registering a device to erasing it and checking the results. It's also important to plan for what to do if something doesn't go as expected. If an erasure fails or a device can't be accessed, your team should know the next steps and who to contact.

5. Verify and Document the Results

Finishing an erasure is just one step. You should also check the results and keep clear records, like the device ID, erasure method, date, and outcome. NIST SP 800-88 Rev. 2 highlights the importance of validation and assurance in a good media sanitization program. Keeping your documentation consistent makes it easier to track activities, look into any issues, and get ready for reviews or audits.

6. Keep Procedures Consistent Across Locations

If devices are handled in different offices or by external partners, different procedures can make things harder to manage. Set clear requirements for how erasures are done, checked, and documented. This helps you keep a consistent approach while letting each team manage their daily work.

7. Review and Improve Your Process

Your data erasure process should grow as your technology and equipment change. Review your process regularly to spot any issues, make sure your methods still fit your needs, and check that your records are complete. Listening to feedback from your teams can also help you find ways to improve.

Making Data Erasure Easier to Manage

A well-organized data erasure process helps your team work more consistently and keep better track of your IT equipment. With clear responsibilities, the right methods, and reliable documentation, managing data erasure becomes a simple part of your daily IT operations.

At Certus, we develop data erasure software that helps IT teams securely erase data and keep clear records of the results. Whether you're setting up a new process or improving an existing one, our solutions can help make the work easier to manage.