Backup Tapes destruction: 11 Tips for Businesses

Destroying backup tapes is a crucial step for companies that want to manage their sensitive data securely and comply with laws and regulations such as the GDPR. Old tapes often contain customer data, financial records or confidential company information. Without controlled and certified destroy tapes organizations are at significant risk of data breaches, fines and reputational damage. In this blog, we share 11 important tips for destroying backup tapes safely, responsibly and in accordance with the GDPR.

1. Have backup tapes professionally destroyed

Destroying data tapes yourself may seem like a cheap solution, but it carries great risks. Therefore, only have backup tapes professionally destroyed by recognized data destruction companies. They have specially designed equipment such as industrial tape shredders and degaussers that destroy tapes completely and irreparably. This is the only way to prevent sensitive data from being recovered later.

2. Erasing or formatting backup tapes is often insufficient

Erasing or formatting old backup tapes is often insufficient because there is a chance that data will never be completely removed. When wiping or overwriting, residual data can remain and can still be read with recovery software. Physical destruction (shredding tapes) is therefore the only method that offers 100% certainty. 

3. Choose consciously: destruction at your location or elsewhere?

Do you want maximum control over the process? Then destroying backup tapes at your location is ideal. A mobile data shredder comes to your company and you can watch live. Would you rather have it picked up? Then choose a service provider with secure transport and certified processing. Both options are possible at E-Waste Nederland. Read more about on-site data destruction here.

4. Keep backup tapes safe until destroyed

It is always wise to store backup tapes safely until destruction. This can be done in a secure IT space or lockable containers. This prevents unauthorized access to sensitive data and offers protection against loss or theft of the tapes.

5. Use certified shredders to destroy backup tapes

Check whether the company you hire uses approved and certified shredders for destroying backup tapes. Not every data shredder is suitable for destroying a tape. E-Waste Nederland has the most advanced destruction machines. These ensure 100% irreparable data destruction.

6. Pay attention to the shred size when shredding tape

A shred size smaller than 10 mm is recommended when destroying backup tapes. Larger shreds can still contain data traces. Therefore, always ask for the specifications of the shredder to be sure of complete data destruction. Both the fixed and mobile shredder of E-Waste Nederland grinds all types of data carriers into very small irreparable pieces, in accordance with the security levels of DIN66399.

7. Combine tape destruction with hardware buyback

By combining tape destruction with hardware purchase or handing in old IT equipment for recycling, you save money (and time). The proceeds from the hardware you sell can then be offset against the destruction costs. A win-win situation. E-Waste Nederland is happy to make an offer on your surplus and written-off IT equipment. 

8. Always ask for a certificate of destruction

A certificate of destruction is essential for compliance, audits and your administration. Make sure that the certificate of destruction contains details such as the quantities, type of tapes, serial numbers, date and the destruction method used. This is the only way you can demonstrate during checks or audits that you have arranged the data destruction of your backup tapes in a GDPR-proof manner.

9. Choose a GDPR-compliant data destruction company

Your backup tapes (and other data carriers) contain sensitive company and customer information. Therefore, always choose a data destruction company that demonstrably complies with the GDPR, ISO 27001 and WEEELABEX. Only then can you be sure of legally correct and secure destruction.

10. Establish a regular schedule for tape destruction

It is certainly advisable to draw up a fixed plan for tape destruction. Backup tapes often remain unused for years. However, they still contain data that can be sensitive and that can be stolen or copied by third parties. Therefore, as a company, draw up a clear destruction policy and check that your employees are carefully complying with it. 

11. Document the entire destruction process

Good documentation of the destruction process is essential. Keep track of how many tapes were destroyed, by whom, when and with what method. Register serial numbers, locations and who was ultimately responsible. This is important for internal controls, audits and external inspections.