Storage & Shredding: Expert Advice

Business Records Management tricking you? Let Safeguard Treat you!

Posted by Sean Kelly on Wed, Nov 02, 2011 @ 02:23 PM
It's that time of year again. Time for carving pumpkins, getting out your spookiest decorations and stocking up on candy for the hoards of kids who will soon be roaming the neighborhood.

Halloween has changed a lot over the years. Although it's hard to imagine these days, Halloween or All Hallow's Eve, was not a popular holiday among the early Protestants living in the New England Colonies. It was considered too connected to the religious trappings of the Old World to garner much interest or support. Over time, however, as more and more immigrants brought their All Hallow's Eve traditions with them to their new homeland, the lure of parties, games and costumes proved irresistible, even to our stoic New England ancestors. The holiday we know as Halloween eventually took hold and prospered.

Protect Sensitive InformationJust as holiday traditions change, so do the rules of how we conduct business. In Massachusetts, companies are subject to a variety of both state and federal laws that mandate how customer information is handled. While business records management used to be something left to the discretion of the individual company, serious concerns about data security and the rise in identify theft have necessitated a more formal approach. It's no longer sufficient, wise or even legal to leave sensitive customer documents lying around the office. It's now a requirement to have a clear, systematic process in place to maintain and manage this type of information.

While federal laws like FACTA, HIPAA and the Gramm-Leach-Bliley Act pertain to specific industries, Massachusetts General Laws 93H and 93I apply to companies across the board. Under 93H, any business in Massachusetts that retains an individual's name, Social Security number, driver's license number or financial account number (such as a debit or credit card) must have a written plan outlining their data/document security procedures and conduct regular audits to ensure that the procedures are being followed. 93I requires that both documents and electronic files containing sensitive information be destroyed according to a set plan and schedule. Failure to comply with either regulation can cost companies thousands of dollars—per mismanaged record.

Overwhelmed yet? Don't be. At Safeguard Records Management, we've created a business records management system that will ensure that your company stays in compliance with all federal and state laws requirements. We use the latest technology to maintain, track and secure your sensitive files, and will work with you to develop a customized solution for your unique set of data security needs. We offer a range of services to help businesses manage not only the daily record-keeping process, but the storage and destruction of old company files as well.

Safeguard Records Management prides itself on its comprehensive business records management system and its ongoing commitment to customer service. Contact us today to learn more about how we can provide your company with a safe, reliable, and economical solution to your data security and storage needs.

Tags: data security, data protection, Records management, document management, federal regulations, records storage, identity theft, archiving