Data purging definition
Data purging is a process of permanently and securely removing unwanted or outdated data from a system, such as a database or storage device. It helps free up space, improve performance, and ensure data quality. Purging unnecessary data also reduces storage costs and lowers the risk of data leaks. In some cases, organizations may be required to purge data to comply with data protection laws, such as the General Data Protection Regulation (GDPR).
See also: data processor, data protection policy
Why is purging data important?
- Purging data reduces the risk of unauthorized access and prevents sensitive information from being exposed.
- Data purging helps organizations meet legal requirements and regulations, such as those in the GDPR.
- Removing unnecessary data frees up storage space and improves system performance.
- Reducing data storage needs lowers operational costs.
- Purging outdated data ensures the remaining data is accurate and reliable.
How to purge data
- 1.Establish data retention policies. Begin with defining how long data should be kept and when it should be purged, based on your business needs and legal requirements.
- 2.Identify data for purging. Review data regularly to identify outdated, unnecessary, or irrelevant information that should be removed.
- 3.Use secure deletion methods. Securely delete data by overwriting it with random bits multiple times or physically destroying storage media, like shredding hard drives or incinerating them.
- 4.Automate the purging process. Set up automated tools to handle routine data purging to ensure consistent and timely removal of unnecessary data.
- 5.Maintain compliance and documentation. Keep track of data purging activities and ensure compliance with legal and regulatory standards by maintaining proper documentation.
Who should purge the data?
Data purging usually falls under the responsibility of roles like IT administrators, data protection officers, and compliance officers. IT administrators handle the secure deletion of data from systems and storage devices. Data protection officers make sure the organization follows data privacy regulations, while compliance officers ensure everything meets the legal requirements for data retention and deletion.
Tips for purging data
- Always create backups of critical data before deleting anything to avoid accidental loss of valuable information.
- Limit access to data purging tasks to authorized personnel only to reduce the risk of accidental or unauthorized deletions.
- Run data purging tests in a safe, isolated environment so that the processes work as expected without affecting live data.
- Configure alerts to monitor and notify you of any unexpected or large-scale data deletions to make sure you can act quickly if needed.
- Educate employees about the correct data purging procedures to follow.
