During a server‐retirement project, the IT team removes dozens of SSDs that once stored sensitive customer records. Company policy and industry regulations require proof that every data-bearing device was securely destroyed. After an R2-certified recycler finishes physically shredding the drives, which piece of asset-management documentation should the staff request and archive in the inventory system to satisfy future compliance audits?
A certificate of destruction is an official document-usually provided by a certified IT-asset-disposal partner-that lists each serial number, describes the destruction method, and states the date on which the media was irreversibly destroyed. Retaining this certificate demonstrates that the organization followed its disposal policy and met regulatory requirements for protecting customer data.
A chain-of-custody log records handling of the hardware while it is in transit but does not confirm final destruction. A service-level agreement outlines performance commitments between parties and is unrelated to proving disposal. A warranty claim form applies to repairs or replacements while the device is under warranty, not to end-of-life destruction.