Media sanitization refers to thoroughly removing or destroying data stored on various digital media devices to prevent unauthorized access to these devices. Data cannot be recovered or accessed once it is no longer needed or when the media is being repurposed.
The concept of media sanitization has been developed and standardized by organizations such as the National Institute of Standards and Technology (NIST) and the International Organization for Standardization (ISO). A 2018 Cyber Resilience Conference paper on the topic of media sanitization tools offered the following simplified definition of the term, “In general, media sanitization can be summarized as the process of erasing all contain of the storage media. This process is to ensure that all data cannot be recovered.”
The primary purpose of this practice is to protect confidential information from falling into the wrong hands. In industries like healthcare, breaches can be prevented by securely wiping or destroying old medical records, test results, and other sensitive data stored on devices like hard drives, flash drives, and tapes.
See also: How to properly dispose of electronic PHI under HIPAA
The National Institute of Standards and Technology (NIST) guidance on media sanitization provides a set of best practices that organizations can follow so that sensitive data is effectively erased. The Introduction of the guidance document provides insight into its overall purpose, “This document will assist organizations in implementing a media sanitization program with proper and applicable techniques and controls for sanitization and disposal decisions, considering the security categorization of the associated system’s confidentiality.”
The main points of the NIST media sanitation guidance include three key techniques: clearing, purging, and destroying.
The guidance also discusses developing and implementing a documented sanitization policy that specifies how data should be handled and destroyed based on the classification level of the information.
See also: NIST Releases Cybersecurity Framework (CSF) 2.0
First, healthcare organizations must establish a comprehensive media sanitization policy. This policy should include definitions of different data sensitivity levels, methods of sanitization appropriate for each level, and the roles and responsibilities of staff involved in the process. The policy should align with HIPAA requirements to ensure patient data privacy and security.
Before sanitization, classify data stored on media based on its sensitivity and the potential risk associated with its exposure. For example, patient health records would typically require a higher level of security than administrative data.
Employ methods like shredding, crushing, or incineration to physically destroy the media, ensuring data cannot be reconstructed or retrieved. Choose a destruction method suitable for the media type (e.g., optical disks should be shredded, hard drives might be crushed or shredded), use devices that meet regulatory destruction standards, and conduct periodic audits.
See also: HIPAA Compliant Email: The Definitive Guide
All types of electronic media that store patient information need sanitization, including hard drives, USB drives, magnetic tapes, and mobile devices.
Sanitization should occur whenever a storage device is decommissioned, transferred to a different department, or when it is no longer needed for its original purpose. Routine checks and scheduled sanitizations can also help manage data securely.
Typically, the IT department or data security team is responsible for media sanitization, though responsibilities can vary depending on the facility's structure. All staff members should be aware of the policies and their roles in protecting sensitive information.