Data Destruction Certificates: What UK Businesses Must Know

Does Your Business Have Proof of Compliant Data Destruction?

When your business disposes of old IT equipment, simply deleting files or formatting drives is not enough. Under UK GDPR and data protection law, you must be able to prove that all sensitive data has been securely and irretrievably destroyed. This is where a certificate of data destruction becomes not just useful, but legally essential.

Every year, thousands of UK businesses face regulatory fines, data breach investigations, and reputational damage because they cannot produce documented evidence of proper data disposal. Whether you are discarding a single laptop or decommissioning an entire server room, a certificate of destruction is your legal safeguard and compliance proof.

This comprehensive guide explains everything UK businesses need to know about data destruction certificates, from legal requirements to verification standards, and how to ensure your certificates meet regulatory scrutiny.

What Is a Certificate of Data Destruction?

A certificate of data destruction is a formal document issued by a professional data destruction provider that confirms all data on specified IT assets has been permanently and securely erased or physically destroyed. It serves as legal proof of compliance with UK GDPR, data protection legislation, and industry-specific regulations.

This certificate is not just a receipt for service. It is a detailed, auditable record that documents exactly what happened to your data-bearing assets, when, where, how, and by whom. In the event of an ICO investigation, audit, or data breach inquiry, this certificate is your primary evidence that you fulfilled your legal obligations for secure data disposal.

Key Components of a Valid Certificate

A legitimate certificate of data destruction must include specific information to be legally valid and audit-ready. According to industry standards including HMG Infosec Standard 5 and NIST 800-88 guidelines, a compliant certificate should contain:

• Asset identification: Detailed inventory of destroyed items including serial numbers, asset tags, makes, models, and types of devices (laptops, hard drives, servers, mobile devices, etc.)
• Date and time: Precise timestamp of when data destruction occurred, including collection date if applicable
• Destruction method: Specific technical details of the process used – whether software-based data wiping (with overwrite passes and standards), physical shredding (particle size and DIN 66399 level), or degaussing
• Location details: Where the destruction took place (on-site or off-site facility address)
• Standards compliance: Reference to recognised standards followed (HMG Infosec Standard 5, NIST 800-88, DIN 66399, ISO 27001)
• Operator information: Name and signature of the technician who performed the destruction
• Company credentials: Details of the destruction provider including waste carrier license number, ISO certifications, insurance information
• Unique certificate number: Traceable reference number for audit and record-keeping purposes

UK Legal Requirements for Data Destruction Documentation

The UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018 impose strict obligations on businesses regarding data disposal. While these laws do not explicitly mandate certificates of destruction, they create legal requirements that make such documentation essential.

UK GDPR Obligations

Several articles of UK GDPR directly relate to data destruction documentation:

• Article 5(1)(e) – Storage limitation: Personal data must not be kept longer than necessary. When data is no longer needed, it must be securely destroyed, not just archived or stored indefinitely.
• Article 5(1)(f) – Integrity and confidentiality: Data must be processed securely, including protection against unauthorised access, accidental loss, or destruction. Proper destruction processes ensure data does not fall into wrong hands.
• Article 5(2) – Accountability: Controllers must be able to demonstrate compliance with GDPR principles. A destruction certificate is tangible proof of accountability.
• Article 30 – Records of processing: Organisations must maintain records of data processing activities, including erasure. Certificates form part of this record-keeping obligation.
• Article 32 – Security of processing: Appropriate technical measures must be taken to ensure data security, including during disposal. Using certified destruction methods and documenting them demonstrates compliance.

ICO Guidance on Data Disposal

The Information Commissioner’s Office (ICO) provides clear guidance that organisations must securely dispose of personal data when it is no longer needed. The ICO expects businesses to:

• Use appropriate destruction methods based on data sensitivity and storage media type
• Have documented policies and procedures for data disposal
• Maintain audit trails showing what data was destroyed, when, and how
• Use reputable third-party providers with proper certifications when outsourcing destruction
• Obtain and retain certificates of destruction as evidence of compliance

The ICO has issued substantial fines to organisations that failed to properly dispose of data-bearing equipment. Recent enforcement actions highlight that simply throwing away old computers or reformatting drives is insufficient and can result in significant penalties.

Sector-Specific Requirements

Certain UK industries face additional regulatory requirements for data destruction documentation:

• Financial services: FCA regulations require detailed records of data destruction, particularly for customer financial information. Firms must retain certificates for regulatory inspections.
• Healthcare: NHS organisations and private healthcare providers must comply with NHS Digital guidance and Care Quality Commission standards for medical record destruction. Patient data requires the highest security levels.
• Legal sector: Law firms hold privileged client information and must meet Solicitors Regulation Authority standards for secure disposal and documentation.
• Public sector: Government bodies must follow HMG Infosec Standard 5 (formerly CESG IA Standard 5) for data sanitisation, which mandates detailed documentation and audit trails.
• Education: Schools and universities holding student and staff personal data must comply with data protection requirements and retain destruction certificates for inspection.

Recognised Data Destruction Standards

For a certificate of destruction to be credible and audit-compliant, the destruction methods used must align with recognised international and government standards. Understanding these standards helps you verify that your provider is delivering genuine security, not just a piece of paper.

HMG Infosec Standard 5 (UK Government)

HMG Infosec Standard 5 (formerly CESG Information Assurance Standard 5) is the UK government’s standard for secure sanitisation of electronic storage media. All public sector organisations and government contractors must comply with this standard when disposing of data-bearing equipment.

The standard defines specific requirements for data destruction including:

• Software-based overwriting: Minimum of one pass using verified cryptographic wiping tools for standard commercial data; three passes for sensitive government data
• Physical destruction: Shredding to specific particle sizes or degaussing for high-security applications
• Audit trail requirements: Detailed documentation of what was sanitised, when, where, how, and by whom
• Certificate retention: Records must be kept for at least five years and made available for inspection by authorised personnel
• Chain of custody: Secure handling and tracking from collection through destruction

A certificate referencing HMG Infosec Standard 5 compliance demonstrates that destruction has been performed to UK government security standards – the highest level of assurance available.

NIST 800-88 (US National Institute of Standards)

NIST Special Publication 800-88 provides guidelines for media sanitisation and is widely recognised internationally, including in the UK. It categorises sanitisation into three levels:

• Clear: Logical erasure techniques (standard deletion and formatting) – suitable only for non-sensitive data
• Purge: Physical or logical techniques that render data recovery infeasible using state-of-the-art laboratory techniques – suitable for most business data
• Destroy: Physical destruction that renders media completely unusable – required for highly sensitive or classified information

NIST 800-88 compliance on a certificate indicates that industry-recognised sanitisation methods have been followed based on data sensitivity classification.

DIN 66399 Shredding Standards

DIN 66399 is the international standard for secure destruction of data media through shredding. It classifies data into protection classes and defines seven security levels (P-1 through P-7) based on the particle size after shredding:

• P-1 to P-2: General internal documents – large strips, low security
• P-3 to P-4: Confidential business data – small particles, suitable for most office disposal
• P-5 to P-7: Highly confidential or secret data – micro-cut to dust, extremely high security

For UK businesses handling personal data under GDPR, the recommended minimum is P-4 (particle size maximum 160mm²), with P-5 providing additional assurance for sensitive information such as financial records, health data, or legal documents.

A certificate referencing DIN 66399 standards should specify the security level achieved. Be wary of generic certificates that claim “shredding” without stating the particle size or DIN level – this may indicate inadequate destruction.

ISO 27001 and Information Security Management

While ISO 27001 is not specifically a data destruction standard, it is the international standard for information security management systems. A destruction provider holding ISO 27001 certification has demonstrated that they maintain rigorous security controls throughout their operations, including:

• Documented policies and procedures for data handling and destruction
• Regular audits and compliance verification
• Secure facilities with access controls
• Staff vetting and training
• Chain of custody protocols
• Incident management and breach prevention

Certificates issued by ISO 27001 certified providers carry greater weight during audits because they demonstrate that the entire destruction process is governed by internationally recognised security management practices.

What Must Be Included in a Valid Certificate

Not all certificates of destruction are created equal. Understanding what should be included helps you identify genuine, audit-ready certificates versus generic templates that provide minimal legal protection.

Essential Certificate Elements

1. Detailed Asset Inventory

The certificate must list every item destroyed with sufficient detail to match against your IT asset register. This includes:

• Device type (laptop, desktop, server, hard drive, mobile device, etc.)
• Manufacturer and model number
• Serial numbers and asset tags
• Storage capacity where applicable
• Quantity of each item type

Generic descriptions like “assorted computer equipment” are insufficient for audit purposes. You need granular detail to demonstrate accountability.

2. Precise Timestamps

The certificate should document:

• Collection date (if applicable)
• Date of destruction
• Time of destruction (hour/minute for high-security applications)

This timeline proves that data was destroyed within an appropriate timeframe after equipment retirement, demonstrating compliance with GDPR storage limitation principles.

3. Technical Destruction Method Details

The certificate must specify exactly how data was destroyed:

For software-based wiping:

• Wiping software name and version
• Number of overwrite passes performed
• Verification method used
• Standard followed (HMG Infosec Standard 5, NIST 800-88, etc.)

For physical destruction:

• Shredding equipment type
• Particle size achieved
• DIN 66399 security level (P-4, P-5, etc.)
• Whether destruction was witnessed

4. Location Information

The certificate must state where destruction occurred:

• On-site destruction: Your business premises address
• Off-site destruction: Full address of the destruction facility, including any relevant permits or licenses for that location

Location details are important for verifying that destruction was performed at a legitimate, licensed facility rather than by an unverified subcontractor.

5. Provider Credentials and Authorisations

The certificate must include evidence that the provider is authorised and qualified:

• Environment Agency waste carrier license number (upper tier for commercial waste)
• Relevant certifications (ISO 27001, ISO 14001, or equivalent)
• Professional indemnity insurance details
• Company registration number
• Contact details for verification purposes

6. Authorised Signatory

The certificate must be signed by an authorised representative of the destruction company, including:

• Full name and job title
• Signature (digital or physical)
• Date of issuance

7. Unique Certificate Reference Number

Every certificate should have a unique reference number that allows it to be traced back through the provider’s audit systems. This prevents forgery and enables verification if questioned during an audit.

Optional But Valuable Additions

• Photographic evidence: Some providers include photos of equipment before and after destruction for additional verification
• Chain of custody documentation: Detailed tracking showing secure handling from collection to destruction
• Environmental disposal certificates: Proof that residual materials were recycled compliantly under WEEE regulations
• Witnessed destruction option: Some high-security clients request to witness shredding in person – this can be noted on the certificate

How to Verify Certificate Authenticity

Receiving a certificate is only half the equation. You must verify its authenticity to ensure it provides genuine legal protection. Auditors, regulators, and insurers increasingly scrutinise certificates of destruction, and fraudulent or inadequate certificates can leave your business exposed.

Verification Steps for UK Businesses

1. Check Waste Carrier License

Any company collecting and transporting business IT equipment for disposal must hold an Environment Agency upper-tier waste carrier license. You can verify this online at the Environment Agency Public Register.

Simply search for the company name or license number shown on the certificate. If they are not registered, they are operating illegally and any certificate they issue is worthless.

2. Verify ISO Certifications

If the certificate claims ISO 27001 or other certifications, verify these through:

• Requesting a copy of the current ISO certificate directly from the provider
• Checking the certification body’s register (UKAS-accredited certificates can be verified through the certification body)
• Confirming the certificate scope covers data destruction activities, not just general business operations

3. Cross-Reference Asset Details

Compare the certificate’s asset inventory against your own IT asset register:

• Do all serial numbers match your records?
• Is the quantity of items correct?
• Are device types accurately described?

Discrepancies may indicate errors in processing or, in worst cases, that equipment was not actually destroyed as claimed.

4. Confirm Destruction Timeline

Check that destruction occurred within a reasonable timeframe:

• For on-site destruction: typically the same day as service visit
• For off-site destruction: usually within 5-10 business days of collection

Excessive delays between collection and destruction increase security risks and may indicate poor operational controls.

5. Validate Technical Details

Review the technical destruction method described:

• Does the wiping software mentioned actually exist? (Blancco, WhiteCanyon, DBAN, etc.)
• Is the number of overwrite passes appropriate for the security level claimed?
• For shredding, does the DIN 66399 level match the data sensitivity?

6. Contact the Provider for Confirmation

Use the contact details on the certificate to verify authenticity directly with the company. Legitimate providers will be able to immediately confirm:

• The certificate reference number exists in their system
• The destruction date and asset details match their records
• The signatory is an authorised employee

Common Mistakes Businesses Make

Even businesses that understand the importance of data destruction certificates often make critical errors that undermine their compliance efforts and expose them to regulatory risk.

1. Not Obtaining Certificates at All

Surprisingly common, many organisations simply dispose of IT equipment without requesting any documentation. This often happens when:

• Equipment is given to employees or donated to charity without wiping
• Facilities management teams arrange disposal without involving IT or compliance
• Equipment is sold to third-party resellers without confirmed data destruction
• Internal “deletion” is assumed to be sufficient

The consequence: Zero proof of compliance. In an ICO investigation, you cannot demonstrate that data was securely destroyed, which is a direct GDPR violation.

2. Accepting Generic or Incomplete Certificates

Some providers issue certificates that look official but lack essential details. Typical problems include:

• Vague asset descriptions without serial numbers
• No technical destruction method specified
• Missing provider credentials or license numbers
• No unique certificate reference for audit traceability

These certificates may appear legitimate to non-technical staff but will not withstand regulatory scrutiny.

3. Poor Certificate Storage and Record-Keeping

Obtaining a certificate is pointless if you cannot find it when needed. Common storage mistakes:

• Certificates stored only in email inboxes of staff who later leave the company
• Paper certificates filed in desk drawers rather than centralised document management systems
• No systematic record-keeping linking certificates to specific IT assets or disposal events
• Failure to retain certificates for the recommended five-year minimum period

Best practice: Store digital copies in a secure, backed-up document management system with metadata tagging (date, asset types, provider, certificate number) for easy retrieval during audits.

4. Using Uncertified or Unlicensed Providers

Cost-cutting can lead businesses to use cheap disposal services that lack proper credentials:

• Companies without Environment Agency waste carrier licenses
• General scrap dealers who promise “data destruction” but have no specialist equipment or training
• Unlicensed IT resellers who offer to “take old equipment away”

Certificates from such providers are legally worthless, and you remain liable for any data breaches that result from improper disposal.

5. Assuming Internal Deletion Is Sufficient

Many businesses believe that simply deleting files, formatting drives, or performing factory resets is adequate data destruction. This is dangerously incorrect:

• Standard deletion only removes file pointers – data remains on the drive and is easily recoverable
• Formatting creates a new file system but does not overwrite existing data
• Factory resets on mobile devices may not wipe all storage partitions

Professional data recovery services can retrieve “deleted” data within minutes. Only cryptographic wiping software or physical destruction meets GDPR requirements.

6. Failing to Include All Data-Bearing Assets

Organisations often focus on servers and laptops but overlook other equipment that stores sensitive data:

• Photocopiers and multifunction printers (often contain hard drives with scanned documents)
• Mobile phones and tablets
• USB drives and external hard drives
• Network-attached storage (NAS) devices
• Backup tapes and portable media

All data-bearing equipment must be included in your disposal and certificate documentation.

Consequences of Non-Compliance

The consequences of failing to properly document data destruction extend far beyond regulatory fines. UK businesses face multiple, compounding risks when they cannot prove compliant data disposal.

ICO Fines and Enforcement Actions

The Information Commissioner’s Office has significant enforcement powers under UK GDPR and the Data Protection Act 2018. Fines for data protection breaches can reach:

• Up to £17.5 million or 4% of annual global turnover (whichever is higher) for serious breaches involving special category data or systematic failures
• Up to £8.7 million or 2% of annual turnover for other data protection violations

Recent ICO enforcement actions have specifically targeted organisations that failed to securely dispose of data-bearing equipment. Cases have involved:

• NHS trusts fined for failing to properly wipe medical equipment before disposal
• Financial services firms penalised for selling old computers containing customer data
• Councils fined for donating equipment without verified data destruction

In each case, the absence of destruction certificates was a key factor in demonstrating that organisations had failed their GDPR accountability obligations.

Data Breach Liability and Civil Claims

If data from improperly disposed equipment is accessed by unauthorised parties and leads to identity theft, fraud, or other harm, your business faces:

• Mandatory breach notification: You must report the breach to the ICO within 72 hours and potentially to affected individuals
• Civil compensation claims: Individuals can sue for damages under UK GDPR Article 82 if they suffer material or non-material harm
• Class action risk: Large-scale breaches involving improper disposal can trigger group litigation

Without certificates of destruction, you cannot prove due diligence, significantly increasing your liability exposure.

Reputational Damage and Loss of Trust

News of data breaches caused by improper disposal spreads quickly and causes lasting damage:

• Loss of customer trust and business relationships
• Negative media coverage and public relations crises
• Difficulty winning new contracts, particularly in regulated sectors
• Damage to brand value that takes years to repair

Contractual Breaches and Lost Business

Many business contracts, particularly in the public sector and regulated industries, require specific data destruction practices and documentation:

• Government contracts often mandate HMG Infosec Standard 5 compliance with certificates
• Healthcare contracts require NHS Digital data security standards
• Financial services contracts require FCA-compliant disposal documentation

Failure to provide certificates when required can result in contract termination, penalty clauses, and disqualification from future tenders.

Insurance Implications

Cyber insurance policies increasingly require evidence of proper data disposal practices. Improper disposal that leads to a breach may result in:

• Claim denial due to negligence or failure to meet policy conditions
• Increased premiums or policy non-renewal
• Inability to obtain cyber insurance in future

How Innovent Provides Compliant Destruction Certificates

At Innovent Recycling, we understand that a certificate of destruction is not just paperwork – it is your legal protection and compliance evidence. Our comprehensive documentation process ensures you receive audit-ready certificates that withstand the highest regulatory scrutiny.

Our Certification Process

1. Detailed Asset Logging

From the moment we collect your IT equipment, every item is individually logged with full details:

• Serial numbers recorded against your booking reference
• Device types, manufacturers, and models documented
• Asset tags or custom identifiers captured if provided
• Collection receipt issued immediately

2. Secure Chain of Custody

Your equipment is tracked through our ISO 27001 certified facility with complete visibility:

• Secure transport in locked vehicles by vetted staff
• Access-controlled storage at our licensed facility
• Barcode scanning at each processing stage
• Full audit trail from collection to destruction

3. HMG Infosec Standard 5 Compliant Destruction

We use industry-leading destruction methods that meet UK government security standards:

For data wiping:

• Certified wiping software performing multiple overwrite passes
• Verification of successful data erasure on each device
• Individual device reports showing wipe completion

For physical destruction:

• Industrial shredding to DIN 66399 P-5 or higher security levels
• Particle sizes that make data recovery completely impossible
• On-site witnessed destruction available for highest security requirements

4. Comprehensive Certificate Issuance

Upon completion, you receive a detailed certificate that includes:

• Complete inventory of destroyed items with serial numbers
• Destruction method and standards compliance details
• Date, time, and location of destruction
• Our Environment Agency waste carrier license number
• ISO 27001 certification reference
• Authorised signatory and unique certificate number
• Secure digital delivery via encrypted email

Additional Compliance Support

Beyond the certificate itself, Innovent provides:

• WEEE compliance documentation: Proof that equipment was recycled in accordance with environmental regulations
• Certificate verification service: Auditors can contact us to verify any certificate authenticity
• Long-term record retention: We retain destruction records for seven years for your future reference
• Compliance consulting: Guidance on GDPR requirements and best practices for IT disposal

Why Choose Innovent for Certified Destruction

• ISO 27001 certified: Internationally recognised information security management
• Environment Agency licensed: Upper-tier waste carrier license (verified and current)
• HMG Infosec Standard 5 compliant: Meeting UK government data sanitisation requirements
• Nationwide service: Free collection available across the UK for bulk disposals
• Trusted by regulated sectors: Healthcare, financial services, legal, and public sector clients

Our certificates are designed to meet the evidence requirements of ICO audits, insurance claims, contract compliance reviews, and internal governance reporting. We provide the documentation you need to demonstrate accountability and due diligence.

Key Takeaways

• Certificates are legal protection: A certificate of data destruction is not optional paperwork – it is your primary evidence of GDPR compliance and accountability when disposing of IT equipment.
• UK GDPR requires proof: Under UK data protection law, businesses must be able to demonstrate that personal data has been securely destroyed. Without certificates, you cannot prove compliance during ICO audits or investigations.
• Standards matter: Valid certificates reference recognised standards like HMG Infosec Standard 5, NIST 800-88, or DIN 66399, and include technical details about destruction methods used.
• Detailed documentation is essential: Audit-ready certificates must include specific asset details (serial numbers, device types), precise timestamps, destruction methods, provider credentials, and unique reference numbers.
• Verify certificate authenticity: Check provider credentials including Environment Agency waste carrier licenses and ISO certifications. Confirm certificate details match your asset records.
• Avoid common mistakes: Do not accept generic certificates, use unlicensed providers, or assume internal deletion is sufficient. All data-bearing equipment must be professionally destroyed with full documentation.
• Consequences are severe: ICO fines can reach £17.5 million, plus civil liability, reputational damage, contract breaches, and insurance claim denials for non-compliant disposal.
• Retain certificates long-term: Store destruction certificates securely for at least five years in searchable document management systems for easy retrieval during audits.
• Choose certified providers: Only use data destruction companies with appropriate licenses, ISO certifications, and proven track records in compliant disposal and documentation.

Frequently Asked Questions

Is a certificate of data destruction legally required under UK GDPR?

While UK GDPR does not explicitly mandate certificates, it requires organisations to demonstrate compliance with data protection principles including secure disposal (Article 5(2) accountability). A certificate of destruction is the primary method of proving you met this obligation. Without it, you cannot demonstrate to the ICO that data was properly destroyed, making certificates practically essential for compliance evidence.

What information must be included in a valid certificate of destruction?

A compliant certificate must include: detailed asset inventory with serial numbers, precise date and time of destruction, specific destruction method used (software wiping with pass details or physical shredding with DIN 66399 level), location where destruction occurred, provider credentials including waste carrier license number and certifications, authorised signatory, and unique certificate reference number for audit traceability.

How long should we retain data destruction certificates?

The ICO recommends retaining destruction certificates for a minimum of five years. This aligns with HMG Infosec Standard 5 requirements and provides coverage for the typical statute of limitations period for data protection claims. Store certificates securely in digital format with proper backup and metadata tagging for easy retrieval during audits or regulatory inquiries.

What is HMG Infosec Standard 5 and why does it matter?

HMG Infosec Standard 5 (formerly CESG IA Standard 5) is the UK government’s standard for secure sanitisation of electronic storage media. It defines specific requirements for data wiping, physical destruction, audit trails, and certificate documentation. All public sector organisations and government contractors must comply with this standard, and it represents the highest level of data destruction assurance available in the UK. Innovent’s data destruction services comply with HMG Infosec Standard 5.

What is the DIN 66399 standard for shredding?

DIN 66399 is the international standard for secure destruction through shredding. It defines seven security levels (P-1 to P-7) based on particle size after shredding. For UK businesses handling personal data under GDPR, the recommended minimum is P-4 (maximum 160mm² particles), with P-5 providing higher security for sensitive financial, health, or legal data. Your certificate should specify which DIN level was achieved to demonstrate appropriate destruction for your data sensitivity.

Can we just delete files ourselves instead of getting a certificate?

No. Standard file deletion, formatting, or factory resets do not permanently remove data – they only delete file pointers while data remains on storage media and is easily recoverable using common data recovery tools. GDPR requires secure, irreversible destruction using cryptographic wiping software or physical destruction. Additionally, you need a certificate from a qualified provider to demonstrate compliance – internal deletion without third-party verification does not meet evidential requirements for ICO audits.

How do I verify if a data destruction provider is legitimate?

Check the provider holds an Environment Agency upper-tier waste carrier license (verifiable on the EA public register). Verify any claimed ISO certifications by requesting certificate copies and checking with the certification body. Review sample certificates to ensure they include detailed asset inventories, technical destruction methods, and unique reference numbers. Contact the provider directly to confirm they can verify certificates during future audits. Avoid providers who cannot demonstrate proper credentials or issue only generic paperwork.

What happens if we cannot produce a destruction certificate during an ICO audit?

Inability to demonstrate compliant data disposal is a direct violation of UK GDPR Article 5(2) accountability requirements. The ICO may issue enforcement notices requiring immediate corrective action, impose substantial fines (up to £17.5 million or 4% of turnover for serious breaches), or launch formal investigations. If equipment containing personal data was not properly destroyed and this leads to unauthorised access, you face additional liability including mandatory breach notification, civil compensation claims, and potential criminal sanctions for negligent data handling.

Do we need certificates for all IT equipment or just computers?

All data-bearing equipment must be included in destruction documentation, not just computers. This includes laptops, servers, hard drives, mobile phones, tablets, USB drives, external storage, network-attached storage (NAS) devices, backup tapes, and importantly, photocopiers and multifunction printers which often contain hard drives storing scanned documents. Your certificate should list every device type to provide complete audit coverage. Overlooking any data-bearing equipment creates compliance gaps and potential breach risks.

Is data wiping or physical shredding better for compliance?

Both methods can be compliant when performed correctly. Cryptographic data wiping following HMG Infosec Standard 5 permanently erases data and allows equipment reuse or resale, making it environmentally preferable and often more cost-effective. Physical shredding to DIN 66399 P-5 or higher provides ultimate assurance for highest-security applications where equipment reuse is not required. The appropriate method depends on your data sensitivity, equipment condition, environmental policies, and whether you want to enable refurbishment. Whichever method you choose, ensure it is performed by certified providers with full documentation. Contact Innovent for guidance on the best approach for your requirements.