Obtaining a certificate of data destruction is the most critical step when outsourcing data destruction service. Data destruction is the process of permanently erasing or destroying personal information from electronic devices or media so that it cannot be recovered or reconstructed. Data destruction is an important part of data protection and retention policies, as it helps prevent unauthorized access, disclosure, or misuse of personal information that is no longer needed or relevant. Outsourcing data destruction service can be convenient and cost-effective for an organization that does not have the resources or expertise to perform it in-house. However, outsourcing also involves transferring personal information to a third-party provider that may not have the same level of security or accountability as the organization. Therefore, obtaining a certificate of data destruction from the provider is essential to verify that the data destruction has been performed according to the agreed standards and specifications, and that no copies or backups have been retained by the provider. A certificate of data destruction should include information such as: the date and time of the data destruction; the method and level of the data destruction; the serial numbers or identifiers of the devices or media; the name and signature of the person who performed the data destruction; and any relevant laws or regulations that apply to the data destruction.
Reference:
CIPM Body of Knowledge (2021), Domain IV: Privacy Program Operational Life Cycle Section B: Protecting Personal Information Subsection 4: Data Retention CIPM Study Guide (2021), Chapter 8: Protecting Personal Information Section 8.4: Data Retention CIPM Textbook (2019), Chapter 8: Protecting Personal Information Section 8.4: Data Retention CIPM Practice Exam (2021), Question 149