Old backup tapes are easy to overlook during an IT clear-out. A box may contain years of business records, even if nobody has used the tape library recently. Treat the tapes as data-bearing media until their contents and retention status have been checked.
Identify the tapes before collection
Record the tape format where known, the approximate quantity, labels, storage location and whether the cartridges belong to your organisation or a third party. Include tapes in off-site storage and any drives or cartridges held by a former IT supplier. Keep the inventory useful without copying sensitive information from the labels into an unsecured list.
Check retention and legal holds
Your records owner should confirm whether the backup set is still needed for recovery, a retention schedule or a legal hold. If the tapes are to be disposed of, record who authorised that decision. The disposal method should follow your policy and the media type; do not assume that deleting a catalogue entry or discarding the tape reader addresses the information on the cartridge.
Agree handling and evidence
Ask the provider how the tapes will be contained, transferred and processed, and what receipt or completion record you need. If your organisation requires an itemised inventory, witness arrangements or particular destruction evidence, agree that before work begins. Keep any exceptions, such as an unlabelled cartridge or a count discrepancy, visible until resolved.
For a mixed batch of tapes, drives and other removable media, see our storage media destruction service. Send us the formats, quantities and collection postcode to discuss the available method. Request a quote.
Further reading: ICO asset management guidance.
Planning a data clearance?
Send your material, quantity and postcode, along with the records your organisation needs. We will confirm the available options for your job.