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All measures

Measure · ISO 27001 and other standards

Prepare and verify deletion runs

Connect existing deletion rules with the affected systems and copies, prepare execution and verify the actual result.

Accountable: Responsible business role with IT operationsReviewed

Reuse existing records

Reuse your retention rules, information classification and operating procedures. An existing deletion job replaces the run card when it already contains the same information.

What to do

  1. 1

    Connect the information set with its deletion rule

    Assign the affected information, systems and copies to the applicable retention and deletion rule. Use the authoritative information protection policy and existing data or application records. Record the trigger and the role responsible for this run. No additional retention schedule is needed.

  2. 2

    Prepare execution and verification

    Define selection, an appropriate deletion method and success criteria in the existing job or run card. Account for external services, justified exceptions and backups. For backups that cannot be selectively changed, establish the reviewed end of residual retention and handling after a restore. Test selection appropriately before the first run.

  3. 3

    Delete and track the actual result

    Execute the planned run. Check the identified locations and relevant copies against the success criteria. Record the actual state, result and any corrections in the authoritative record. An incomplete or failed execution remains visible there. A planned task is not evidence of deletion.

Worked example

A support portal has old records to dispose of

Fictitious example: the approved retention rule requires deletion of a defined group of closed support cases. The production system, search index and backups are affected.

Production system and search index
DecisionOperations checks the selection and runs the planned deletion job for both locations.
EvidenceJob identifier, assessed state and result verification in the existing record.
Backup copies
DecisionThe existing backup procedure records the reviewed residual retention period and reapplies the deletion decision after a restore.
EvidenceA precise reference to the procedure and reviewed state, rather than excluding all backups.

Record the result

  • Authoritative deletion rule with the affected information sets, locations and responsible role.
  • Actual execution and verified results, including outstanding errors or justified exceptions.

Common implementation mistakes

Treating account deactivation as deletion

Check the affected information sets. A blocked account does not demonstrate that data, exports or copies have been deleted.

Maintaining a second retention matrix

Keep retention and deletion rules in their authoritative location. The run card only describes the related execution and verification.

Reuse the implementation across requirements

The references below show which requirements the measure contributes to.

View controls and standards
  • A.8.10 · Löschung von InformationenGerman guide

    The run card and procedure connect the deletion trigger, affected copies, suitable execution and result verification. The organisation must define its actual information sets, retention periods and methods, and carry out and evidence deletion.

  • TISAX · 1.3.2

    VDA ISA 6.0.3 · Partial overlap

    The run card supports prepared deletion as one part of controlled handling of information carriers. Apply the existing information classification and the resulting protection needs when choosing a specific method. The classification scheme, the rest of the life cycle and actual implementation remain separate work.

    Reference

Templates for your implementation

Sources and further reading