# Media Sanitization Record

**Template version:** 1.0.0 · **Edition:** Ready to adopt · **NIST basis:** SP 800-53 Rev. 5, release 5.2.0

*Tailor this template before adoption; it is not legal advice.* Latest version: <https://kston83.github.io/nist-guide/templates/forms/media-sanitization-record/>. Dedicated to the public domain under CC0 1.0 (<https://creativecommons.org/publicdomain/zero/1.0/>): adopt and change it without attribution.

| System or scope | Record owner | Last updated | Updated by |
| --- | --- | --- | --- |
| [Fill in: system name and identifier, or the organization] | [Fill in: name and title] | [Fill in: date] | [Fill in: name and title] |

## 1. How to use this record

- Sanitize [Fill in: system media to be sanitized prior to disposal. Typical: all digital and non-digital system media, including the storage in workstations, laptops, servers, network devices, mobile devices, printers, copiers and scanners] before disposal, using [Fill in: sanitization techniques and procedures to be used for sanitization prior to disposal. Typical: purge or destroy for digital media, and destruction by shredding or incineration for paper and other hard copy, as the media sanitization procedure sets out following NIST SP 800-88 Rev. 2] (MP-6a).
- Sanitize [Fill in: system media to be sanitized prior to release from organizational control. Typical: all digital and non-digital system media, including media returned to a lessor or vendor, exchanged under warranty, or sent off site for repair] before release out of organizational control, using [Fill in: sanitization techniques and procedures to be used for sanitization prior to release from organizational control. Typical: purge, including cryptographic erase where its conditions are met, as the media sanitization procedure sets out following NIST SP 800-88 Rev. 2; media that cannot be purged and verified are destroyed, not released] (MP-6a).
- Sanitize [Fill in: system media to be sanitized prior to release for reuse. Typical: all digital system media reissued to another user, system or part of the organization] before release for reuse, using [Fill in: sanitization techniques and procedures to be used for sanitization prior to release for reuse. Typical: clear for reuse within the same system or by users with the same access authorizations, and purge for other reuse, as the media sanitization procedure sets out following NIST SP 800-88 Rev. 2] (MP-6a).
- Open a row when an item is removed from service, before it is sanitized. Keep the item in a controlled area, and on the media inventory, until its row is closed (MP-4b).
- Get the system owner's review and approval before the action, after confirming that no records retention requirement or legal hold still applies to the information (MP-6(1), SI-12).
- Choose the method from section 2, by the confidentiality of the information. Keep media that cannot be sanitized by that method, such as a failed drive, and destroy them; never release them (MP-6a, MA-2d).
- Record transport to an outside provider in the "Custody" field, with the courier and tracking number (MP-5).
- After sanitization, verify the result: inspect destruction remnants, or check the tool's completion status and any errors. Accept the result, or repeat it with a different technique or a stronger method, and record which (MP-6(1)).
- Record the final disposition: reused, returned, recycled or destroyed, with the date (MP-6(1)).
- Keep this record for [Fill in: retention period from the organization's records retention schedule].

| Field | What to record |
| --- | --- |
| Record ID | A unique ID for the item, also written in the maintenance log or change record that removed it |
| Item | Manufacturer, model, serial number, and the organization's asset or property number |
| Media type | Hard copy, or the kind of storage: hard disk drive, solid state drive, flash media, tape, optical disc, mobile device, or the embedded storage of a printer, copier or network device |
| Source | The system, component and user it came from, and the files or information it held |
| Category | The confidentiality impact level of the information on it (optional in SP 800-88 Rev. 2; required here to choose the method) |
| Reason | Disposal, release out of organizational control (lease return, warranty exchange, off-site repair, donation or sale), or reuse |
| Reviewed and approved | Who reviewed and approved the action, the date, and that records retention was checked (MP-6(1)) |
| Custody | Where the item was held while waiting, and any transport: who carried it, the courier and tracking number, and the dates (MP-4, MP-5) |
| Method | Clear, purge or destroy |
| Technique and tool | For example overwrite, block erase, cryptographic erase, degauss, disintegrate, incinerate or shred, with the tool or equipment and its version |
| Performed by | Name, title and organization of the person who sanitized it, with the date, time and location |
| Verification | How the result was verified, by whom (name, title, contact), the date, and whether it was accepted or repeated |
| Final disposition | Reused (where), returned (to whom), recycled or destroyed, with the date and any provider certificate number |

## 2. Sanitization methods by media type

| Media type | Disposal | Release out of organizational control | Reuse | Verification |
| --- | --- | --- | --- | --- |
| [Fill in: for example laptop and workstation solid state drives] | [Fill in: for example cryptographic erase or the drive's sanitize command, then destruction by a provider] | [Fill in: for example purge by the drive's sanitize command] | [Fill in: for example purge, or clear for reuse within the same system] | [Fill in: for example tool completion status and error report] |
| [Fill in: for example server and array hard disk drives] | [Fill in: method and technique] | [Fill in: method and technique] | [Fill in: method and technique] | [Fill in: verification] |
| [Fill in: for example mobile devices] | [Fill in: for example cryptographic erase through device management, then factory reset] | [Fill in: method and technique] | [Fill in: method and technique] | [Fill in: verification] |
| [Fill in: for example printers, copiers and network devices with storage] | [Fill in: for example the manufacturer's sanitize function, or removal and destruction of the storage] | [Fill in: method and technique] | [Fill in: method and technique] | [Fill in: verification] |
| [Fill in: for example backup tapes] | [Fill in: for example destruction by a provider] | [Fill in: not released] | [Fill in: method and technique] | [Fill in: verification] |
| [Fill in: for example cloud storage and virtual disks] | [Fill in: for example cryptographic erase by destroying customer-managed keys] | [Fill in: not applicable] | [Fill in: not applicable] | [Fill in: for example key destruction record from the key management service] |
| [Fill in: for example paper and other hard copy] | [Fill in: for example cross-cut shredding or incineration] | [Fill in: not released] | [Fill in: not applicable] | [Fill in: for example inspection of the output] |

## 3. Sanitization equipment and tests

- Test sanitization equipment [Fill in: frequency with which to test sanitization equipment. Typical: at least annually, and after the equipment is repaired, relocated or updated], and sanitization procedures [Fill in: frequency with which to test sanitization procedures. Typical: at least annually, and when a new media type, tool or sanitization provider is introduced], to ensure the intended sanitization is achieved (MP-6(2)).
- Take equipment that fails a test out of use until it passes, and sanitize again the media it processed since its last passing test (MP-6(2)).

| Equipment or procedure | Model or version | Location | Test performed | Tested by | Date | Result | Next test |
| --- | --- | --- | --- | --- | --- | --- | --- |
| [Fill in: for example degausser, shredder, sanitization software, or a procedure from section 2] | [Fill in: model, serial number or version] | [Fill in: location] | [Fill in: for example field strength check, particle size check, read-back of a sample] | [Fill in: name or provider] | [Fill in: date] | [Fill in: pass or fail, and action taken] | [Fill in: date] |

## 4. Sanitization and destruction providers

- An outside provider sanitizes or destroys media only under a contract that sets the method, requires a certificate listing each item by serial number, and allows the organization to witness or verify the work (MP-6a).
- Media travel to the provider protected and tracked as the Media Protection policy requires for transport (MP-5).

| Provider | Services and methods | Contract or agreement | On site or off site | Certificate per item | Equipment test results received | Last review |
| --- | --- | --- | --- | --- | --- | --- |
| [Fill in: provider] | [Fill in: services and methods] | [Fill in: reference and end date] | [Fill in: on site or off site] | [Fill in: yes or no] | [Fill in: date of last results] | [Fill in: date] |

## 5. Record reviews

The system owner reviews the register at least quarterly against the component inventory (CM-8) and the maintenance log's removed and replaced components, so that every item removed from service has a row and every open row is progressing (MP-6(1)).

| Review date | Reviewed by | Period covered | Items checked against the inventory and maintenance log | Open rows and missing items | Actions | Next review |
| --- | --- | --- | --- | --- | --- | --- |
| [Fill in: date] | [Fill in: name and title] | [Fill in: dates] | [Fill in: number] | [Fill in: items, or "none"] | [Fill in: actions, or "none"] | [Fill in: date] |

### Federal systems

Under [32 CFR 2002.14(f)](https://www.ecfr.gov/current/title-32/section-2002.14), controlled unclassified information (CUI) may be destroyed when the agency no longer needs it and NARA-approved records disposition schedules allow, and must be made unreadable, indecipherable and irrecoverable, by any method specifically required by law, regulation or Government-wide policy for that CUI, or otherwise by the destruction guidance in NIST SP 800-53 and SP 800-88, or a method approved for classified national security information under 32 CFR 2001.47. [NIST SP 800-88 Rev. 2](https://csrc.nist.gov/pubs/sp/800/88/r2/final), section 3.2, states that federal agencies must use encryption modules validated to the current FIPS 140 standard for assurance in cryptographic erase on self-encrypting drives. As of October 2026.

- For each item that held CUI, the register's "Reviewed and approved" field shall record that the agency no longer needs the information and the records disposition schedule that allows its destruction, and the "Method" field shall name the 32 CFR 2002.14(f)(2) basis for the method used. (MP-6(1))
- Where cryptographic erase is the technique, the "Technique and tool" field shall record the FIPS 140 validation of the encryption module. (MP-6b)

## Register

| Record ID | Item | Media type | Source | Category | Reason | Reviewed and approved | Custody | Method | Technique and tool | Performed by | Verification | Final disposition |
| --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- |
| [Fill in: ID] | [Fill in: manufacturer, model, serial number, asset number] | [Fill in: media type] | [Fill in: system, component, user, information held] | [Fill in: low, moderate or high] | [Fill in: disposal, release or reuse, and why] | [Fill in: name, date, retention checked] | [Fill in: where held, transport and tracking] | [Fill in: clear, purge or destroy] | [Fill in: technique, tool and version] | [Fill in: name, title, organization, date, time, location] | [Fill in: method, by whom, date, accepted or repeated] | [Fill in: outcome, date, certificate number] |