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Procedures

Updated May 24, 2025

Data Loss Remediation procedures

Procedures and methods to recover lost files.

Google

Thre are two backups of everything in Google Workspace. You can only restore data that was deleted within the last 25 days.

https://support.google.com/a/answer/6052340?hl=en

There is a 365-day backup from a service called SpinOne. See more details here.

Managed Apple ID

There is currently no backup system installed anywhere since MobilityData mostly work in the cloud. If the iCloud for Desktop and Documents folders is active, there might be a chance to recover files from the iCloud account.

Files are only available for restoration up to 30 days after deletion. After that point, they’re gone forever. Restoration can generally only take place on a computer, via iCloud.com. Starting with iOS 11 and macOS Sierra, developers can build a “recently deleted” feature into their apps, but your mileage will vary here.

  1. Once signed into iCloud.com, select Account Settings under the name of the account you are logged in, in the top right corner.
  2. Scroll to the bottom of the screen, below the Advanced section, and then click Restore Files.

The file restoration window will now appear. If you have a lot of files stored in iCloud and have deleted many within the last 30 days, the site will need some time to collate a list of files available for restoration. Once this is complete, a list of deleted files appears, and you’ll be able to see their previous location in iCloud Drive, size, and the time remaining until they expire.

  1. To restore a file, click the tick box beside it and then click Restore. You can select multiple files at this point if you need to.
  2. Once the file has been successfully restored, iCloud displays a message confirming it.

Equipment disposal procedures

Data removal

  1. If the hard drive is encrypted, simply formatting the hard drive is enough to destroy the data permanently.
  2. If the hard drive is not encrypted, it needs to be erased with a 2-pass option using Disk Utility.

Disposal Options

  • Re-deploy — Computers that are not capable of performing complex tasks may still be capable of performing simpler tasks and thus may be used within
  • Donate — Obsolete computers and peripherals that are still operational may be donated to non-profit organizations or employees.
  • Sell — Obsolete computers and peripherals that are still operational may be sold at fair market value to individuals, non-profit organizations or for-profit entities.
  • Recycle — Computers and peripherals may be of such age or condition that they cannot be used for their intended purposes. These computers and peripherals should be recycled.

Equipment comes with no warranty

All computers and peripherals are donated or sold “as is” and with no warranties expressed or implied. Only functioning equipment will be sold. Non-functioning equipment can only be donated or recycled.

Inventory

The IT Team is responsible for the correct labeling (OBSOLETE) in the inventory of the obsolete equipment, with details as to which option was selected and to whom it was sold/donated/recycled, if it applies.

Loss or theft of equipment

Describes the responsibilitis of every MobilityData employee regarding the loss or theft of any equipment owned by or containing MobilityData’s data.

Reporting

The loss or theft of any mobile device owned by or containing MobilityData data must be reported as soon as possible by the employee to their team leader AND the IT Manager so all your accounts can be suspended temporarily.

An incident report must be sent within 24 hours to their team leader and the IT Manager with these details:

  1. When and where it happened.
  2. General details of the theft or loss.
  3. Has the police been informed? What is the report number and how can we reach them?
  4. If you haven't yet done so, you need to report the theft to the police for insurance purposes.
  5. A list of what was lost/stolen, including peripherals.
  6. Anything crucial or sensitive you were working on when the equipment was stolen?

Remediation

The employee’s Google, 1Password, Quickbooks as well as any other sensitive accounts the user had access to must be disabled as soon as possible to prevent any breaches or data loss. Once passwords have been changed and the accounts are believed to be secure, they can be re-enabled.

The IT Manager will work in cooperation with the employee in order to try and erase/disable the equipment that was lost or stolen.

Equipment replacement

On a case-by-case basis, all efforts will be made by the IT Manager to provide new equipment to the employee as soon as possible. Distance, hardware availability and other factors might affect how long this process will take.

Non-functioning or damaged computer

Computer is non-functioning, not booting up

  1. Contact the IT Manager by phone or email to try and fix this issue.
  2. If no efforts seem to work, a visit to an Apple Store or a local authorized repair shop will be scheduled for you if judged appropriate.
  3. Depending on the context, IT will provide you with a replacement computer as soon as possible.

Computer is physically damaged, in need of repairs

  1. Notify the IT Manager and your team leader as soon as possible.
  2. Provide a written report to HR and IT for insurance purposes.
  3. Arrange to have the computer sent back to the IT Security Manager.
  4. Depending on the context, IT will provide you with a replacement computer as soon as possible.