When Companies Should Secure Their Data [INFOGRAPHIC]

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These days you cannot be too careful in protecting company ESI. Take precaution! Here are some best practices in securing the evidence that you can take prior to any litigation or direction from the court. 1. An employee that has recently left your company suddenly appears at a competitor. 2. An employee files an EEOC claim. In some states an employee has a year from the date of “incident” to file (see scenario #3) 3. An employee submits a complaint to HR or a manager about some sort of discrimination (or other action that may result in litigation). This may require the organization to take surreptitious steps to secure ESI so as not to raise any suspicions. 4. Preserve hard drives, e-mails and other data for exiting high level executives or sales personnel. 5. If you are donating old computers or just throwing them out, make sure they are securely wiped or destroyed by a reputable data destruction company – they do exist. Inexpensive, commercially available software can be used to securely wipe drives. Same is true of photocopiers – scrub or destroy the hard drive - as most have hard drives and store scanned images! 6. If you are sharing documents with others, consider using a metadata wiping utility or using built in metadata wiping functionality. Metadata, data about data, can store information such as track changes, revision number, authors, and other information you may not want others to know. You may also consider PDF’ing or scanning and e-mailing the document to avoid any inadvertent metadata disclosure.