How does a user gain access to the system?

• Your organisation determines who should be granted access to use the system and sets their access level
• All of the users’ actions are monitored and logged by the DataRaze system
• They are ‘enrolled’ on the system via biometric registration
• Their full user information is logged by the system as well as date, time, department and authorisation code. i.e., John Smith IT2695 (administrator)
• If not recognised as authorised by the system, login will not be allowed and a record of the access failure is recorded

How is DataRaze user access controlled?

• The biometric enrolment ensures that each user is identified using unique credentials
• If recognised by the system, the screen displays a ‘Welcome’ message and allows them to continue at their level of authorisation
• The user can control the complete destruction process from start to finish with the right level of authorisation
• The system will log the user off after a set period of inactivity, preset by the Data Controller
• All allowed and denied access attempts are logged This allows the Administrator to monitor access and investigate repeated login failures
• Reports are generated to assess what has been destroyed, by whom, from which business area, and why. These reports are accessible from a central console using any internet-capable device
• The system gives a complete audit trail for compliance and security purposes

How many users will the system accept?

• As long as the staff member has been set up on the system as an authorised user there is no limit. However, in the interests of security and management control, it is sensible to limit the number.

It is also important to remove those who no longer have authorisation

What other inbuilt security features does DataRaze have?

• Every time the user prompts the machine to destroy a hard drive, an in built camera takes an image of the user. This is transmitted as a digital image to the system database for audit and security purposes

What steps take place prior to shredding?

• Every time the operator wishes to destroy an item, after signing in, the system will ask for information to verify the media and its source (the serial number of the hard drive, department it originated from, who authorised the shredding, the asset or serial number of the PC it came from, etc). These information fields can be customised as required by the client. For the serial number entry to be recorded, a hand-held scanner is included to make this step more efficient and avoid human error

What happens next and how do we avoid media identification issues?

• Once the details have been entered as above, a recessed tray compartment will open to allow the media to be locked into the DataRaze
• The media is then taken into the system. From this point on it cannot be removed by the user currently authorised to activate the DataRaze
• An in-built imaging device then scans an image of the manufacturers serial number label attached to the media
• The system then compares the recorded serial number of the media with the serial number scanned earlier by the user
• If the media label image and the data entered by the user match, then the user will be prompted again to proceed with the shredding.   This action is displayed on the touch screen and recorded
• If the user decides not to proceed at this point, then a message will be sent to the administrator requesting they attend the unit and investigate the issue
• Only when the administrator logs in to the system will the media hatch open to release the device. At this point the administrator can authorise the destruction of the media to continue
• The original user will then have to re-register his or her log in to commence the process again

What happens after successful destruction of the media?

• Each time shredding of a device has been completed, a prompt appears on the screen asking the user if they wish to continue
• If the user decides NOT to destroy any more devices during this logged in session, then a prompt appears to ask the user to exit the system
• The system will automatically close down regardless, after a pre-designated period
• If the user forgets to log out of the system then the session will automatically end, returning to the login screen
• A complete record of the successful or unsuccessful destruction is logged
• by the system and available immediately for viewing by the administrator
• The administrator or other authorised users can view details about the shredding completed including the image and details of the media and operator
• User-defined reports can be generated using the in-built database display and exported as required, to internally interrogate the data

 

How would we arrange for collection of shredded waste materials?

• The DataRaze unit has a built-in electronic weighing mechanism. It will be set to alert DataRaze support when it reaches capacity
• With the client’s permission an automatic email alert will be sent to the central DataRaze Support team and a support engineer will be despatched
• Collections can be arranged directly if preferred

 

What do we receive when the waste material is collected?

• A DataRaze support engineer will attend your site and activate the system with their own biometric details
• The waste material will be emptied into a lockable bin and removed from site
• A Waste Transfer note will be produced and signed, for all waste collected
• The system can produce a printed report of all waste removed by date, weight or period

 

How much media can DataRaze shred before it needs emptying?

• This depends on the media type destroyed but on average around 100-200 media items (3.5” hard drives) depending on weight and density
• The DataRaze system and support team will handle all waste measurement and collection requirements

 

We may want to share a unit between departments, can we do this?

• Whilst this is possible as the unit is portable, we would advise the media be taken to the unit. Never forget the security implications with distributing such a device. You will need to limit the number of staff with biometric access too and we strongly recommend you keep the number low to maintain security at the highest possible level internally

 

Does DataRaze contain moving parts?

• All moving parts are concealed beneath the casing of DataRaze and are not accessible to the user. Only a DataRaze support engineer will have access to internal parts and mechanical functions

 

How noisy is DataRaze and could we have it in an office area?

•  DataRaze is insulated and lined with acoustic materials to prevent unnecessary noise levels. 
We would recommend deployment to your organisation’s IT area

 

What size of shredded material does DataRaze produce?

• DataRaze meets the industry standard for particle size which is 15-30mm.
The size of shredded material is determined by the internal mechanism of DataRaze but driven by an organisations security policy. Data held falls into Impact Level Categories known as IL4, IL5 or IL6. The coding determines the internal security levels of the data

 

What happens to the waste material?

• DataRaze uses Environment Agency approved refiners to dispose of the mixed metals and plastic waste created responsibly. DataRaze carries out its own audits to ensure our partners adhere to our policies and procedures