University IT Refresh: Securing Student Data Across 750 Workstations
A university technology refresh involves more than replacing old computers with new ones. Every workstation being retired may still contain student records, personally identifiable information, institutional data, and other sensitive information.
During a summer break technology refresh, a U.S. university needed to replace 750 workstations across its campuses while protecting the data stored on the legacy equipment.
Guardian coordinated the removal, secure data sanitization, deployment, packing, and transportation process, allowing the university to complete its refresh while maintaining data security and documentation throughout the project.
The Challenge: Refresh 750 Workstations Without Compromising Student Data
Universities manage significant volumes of sensitive information across computers used by students, faculty, and staff.
When those devices reach the end of their useful life or are replaced during a technology refresh, the data stored on them remains a security concern until it has been properly sanitized.
For this project, 750 legacy workstations needed to be removed across multiple campus locations.
The university also needed a process aligned with its responsibilities under the Family Educational Rights and Privacy Act, commonly known as FERPA.
That meant treating the project as both a technology refresh and a data security initiative.
Data Security Started Before the Equipment Left the Campus
Guardian technicians securely disconnected and removed the legacy workstations across the university campuses.
Before the equipment was packed or transported, data sanitization was performed onsite following NIST 800 88 guidelines.
Sanitizing the devices before they left the university environment helped maintain control over sensitive information during the transition from active equipment to retired IT assets.
The process addressed educational records, personally identifiable information, and other institutional data stored on the legacy workstations.
Documentation for Every Asset
Secure data sanitization also requires evidence that the process was completed.
Guardian provided documentation and certificates for every unit included in the project, creating a record of the disposition process and supporting the university’s compliance requirements.
For educational institutions managing hundreds or thousands of data bearing devices, this documentation provides an important connection between the physical asset and the security process performed on it.
From Legacy Workstations to a Refreshed Campus
Guardian’s role extended beyond data sanitization.
The project followed a coordinated five step process:
1. Remove 750 Legacy Workstations
Existing units were carefully disconnected and removed from their locations across the university campuses.
2. Sanitize the Data Onsite
Data sanitization was performed onsite following NIST 800 88 guidelines, with documentation provided for the completed work.
3. Install and Configure New Workstations
New workstations were deployed and configured so they were ready for end users.
4. Securely Pack the Retired Equipment
Legacy devices were packed and labeled for secure transportation to an ITAD facility.
5. Transport the Assets for ITAD Processing
The retired equipment was transported for subsequent processing through certified ITAD partners.
Managing these activities as a coordinated project helped the university move from legacy equipment to its refreshed environment while maintaining visibility and security throughout the transition.
The Result: 750 Workstations Safeguarded, Secured, and Refreshed
Guardian completed the refresh across 750 workstations while coordinating data sanitization, equipment replacement, secure packing, transportation, and documentation.
The project combined several services that are often handled separately into a single coordinated workflow:
- Workstation removal
- Onsite NIST 800 88 aligned data sanitization
- Documentation for each asset
- Installation and configuration of replacement workstations
- Secure packing and labeling
- Transportation to an ITAD facility
The result was a completed campus technology refresh with sensitive information addressed before the legacy equipment left the university environment.
Secure Execution Behind Technology Refresh Projects
Large technology refreshes create multiple workstreams at the same time. New equipment needs to be deployed, retired equipment needs to be removed, sensitive data needs to be sanitized, and assets need to be securely transported for their next stage of disposition.
For ITAD providers, VARs, and MSPs managing these programs for education partners, coordinating all of those onsite activities across multiple locations can require significant field resources.
Guardian provides nationwide execution for data sanitization, secure data destruction, IT packing and logistics, deployment support, and related onsite services.
Our partners maintain ownership of their relationships. Guardian provides the field execution needed to support the project.
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