Information Waste Management

by Kent Strickland

We have all been conditioned over the years to be environ-mentally sensitive–to stop and think before throwing something away. Should an item be recycled, disposed of safely (such as chemicals), or can it simply be tossed in the trash?

With the mass proliferation of information in recent years, much of it personal or sensitive, improper handling can harm others. It is, therefore, necessary to remind everyone to stop and think before disposing of
old information.

Early this summer we investigated a case brought to the University’s attention by an alert student. He discovered hand-written index cards with names, BGSU P#s, phone numbers, addresses and social security numbers in a public recycling bin on campus. Fortunately for the University and for those whose information was on the index cards, he had no interest in identity theft. Instead he turned the cards in to the University, and then went the extra mile to seek assurances that this type of incident would not happen again. After all, the next such incident could expose his personal information to a thief. For this, he is to be commended. If only everyone were that responsible.

Recycling is good; yet it is an improper method of disposing
of sensitive information. Instead:

• First review the data retention schedule to determine if the information must be retained or archived in an appropriate manner. See www.bgsu.edu/colleges/library/cac/page39987.html.
• If the information may be disposed, review it to see if it is of a personal or sensitive nature. If so, shred paper documents. Securely erase electronic files on magnetic media or flash drives using software designed for that purpose–especially hard drives before a computer is sold or before a copier with hard drive storage is removed from campus. Simply deleting files is not sufficient.
• Recycle shredded material, if possible, or paper documents of a non-sensitive nature.
• Properly dispose of other materials. Some inexpensive personal shredders can now also handle CDs and credit cards. Physically destroy old floppy disks or zip disks before disposal.