Storage & Shredding: Expert Advice

The Hidden Hazards of Self-Storage

Posted by Sean Kelly on Thu, Apr 06, 2017 @ 02:51 PM

Walk into any office, and you’ll most likely see file cabinets lining hallways and boxes filling offices. Finding enough space to store business records is a concern for any budget minded organization. As a result, “inexpensive” public or “mini-storage” options have become a default option for many small businesses. Knowing the risks associated with storing your business records in a self-storage unit can help you make an informed decision about what’s best for your retention needs.

Water damage and mold are common to many self-storage facilities. Improper drainage, leaky roofs and condensation are the most frequent contributors. These factors can contribute to permanent loss of the data contained within critical business records. Even if your business is not bound by specific regulatory requirements, improper protection of archival records can result in legal headaches that may prove costly to your business.

Another problem with storing your business records in a self-storage unit is the lack of security protocols and processes. One never knows the risks associated with the unit next to yours. Most self-storage units can be accessed at any hour with no identification. It’s no wonder that illegal activity and robbery have become commonplace at these businesses.

Fortunately, by choosing a respected Records and Information Management Company like Safeguard Records Management, you can avoid these risks. As a company that specializes in document storage we have a stake in protecting your information. As a result, a combination of document protection and preservation equipment, comprehensive security systems and expert staff ensures that your documents and files are safeguarded throughout their retention period. In addition, Safeguard can deliver your files right to your office, saving you the time and expense of having to send someone to locate and retrieve your records. In almost all cases, we can save you over 50% in the monthly storage cost alone. Coupled with the convenience and added security measures, the cost savings are immeasurable.

Tags: Records management, document management, compliance, document storage, Document Archiving, archiving

Your Secure Document Storage and Shredding Source Since 1995

Posted by Sean Kelly on Thu, Dec 06, 2012 @ 12:16 PM

Being just over two years away from celebrating 20 years in the document shredding and storage business, as a small business whose job is nothing but small, we felt like it was about time we started the celebration. We might be a little early, but hey, we're excited. We're excited because we've successfully been able to capture the trust of thousands of customers over the years who are in need of secure shredding or records management and who put their faith in us to keep their personal information safe. The reason for our success, we believe, along with many other things, is because we do things the right way. What is the right way, you ask? Well, there's only one when it comes to this business and we're doing it. There are a lot of ways to be doing it the "wrong" way and thankfully, we know that that's just not how to do business. 

Although is may be a simple question, we get it a lot; "What do you do with my documents once you take them?" Since we are asked this so frequently, we figured that this would be the perfect opportunity to lay it all out and give you the inside look at how things are done (the right way!). 

You can get all the facts in two minutes by watching our video, and then the nitty gritty (but really important stuff!) layed out below

 

Certified & Secure

Document Shredding            

Document Storage &

Management                                

 1. Your boxes of documents are picked up by our insured and bonded staff (loaded into our securely locked box truck designated spiecifically for destruction pick-up only).
 
2. The number of boxes picked up are signed off by you as well as the retrieval driver. This is to ensure that you will be billed for only the number of boxes you and the retrieval team member agree upon. We do this since there are so many different sizedboxes to hold your documents these days,some larger than others, and may need tobe counted as two.
 
3. Once the box number is agreed upon, yourboxes are transported in our locked destructionretrieval truck to our secure facility where thetruck has loading dock access and unloadsyour documents directly onto the shredder. That means that your documents are destroyedthe same day that they are retrieved. 
 
4. All of the shreds from our shredder are baled and brought to a paper recycling plant to be repurposed. 
 
5. Once payment has been recieved, you will besent a Certificate of Destruction for proof that youtook the secure measures required by law to safeguard sensitive information.

Green Customized Shredding Quote

 

 

 

 

 

 

 

1. From the start, document storageand management takes a bit more time andplanning than document shredding. When you'reready to put your documents in a secure, climate controlled environment, we'llwalk you through each step and even cometo your office or place of business to assess your current situation and helpto tailor a storage plan to fit your needs.
 
2. Once you're plan is made and you're readyto finally free up all that space your boxesare taking up (and if you don't have boxes,we can supply you with some, free of charge), we'll schedule a time for your storage retrievaltruck to come and retrieve your boxes for storage. 
 
3. When the storage retrieval team arrives, they will perform a box level inventory and barcode each of your boxes. The inventory is made in anexcel spreadsheet and matches the descriptionof the box with the barcode number. The barcodesare scanned as each box is put on the truck to beginthe chain of custody. From here on, eveytime a boxis moved, it's barcode is scanned. These barcodes are also used to track the locationof your boxes in storage in case you need to retrieve either a box or a file from a box, all youneed to do is look at the inventory, see which filesare in which box, and send us the barcode numberfor the box that the files are in. 
 
4. At the time the boxes are barcoded, you willreceive additional barcodes to put on any boxes thatyou comecome across in the future that will need tobe put into storage. You can either add this box to your inventory spreadsheet or we can do it for you!
 
5. For your convenience, we have RSWeb, an webapplication that you can log into and request that filesbe delivered to you, request to come and access fileshere, or request that certain boxes be destroyed oncetheir retention time is up. 
 
Click me
 
 
 
 
 
 
 
 
 
 
 

Tags: document shredding services boston, Records management, shredding worcester, Office Records Destruction, Records Retention, Document Shredding, document storage, records storage, records management system, document shredding services worcester, Records Storage boston, Certified document destruction, Records Management companies

It's 3:00 P.M, do YOU know where your personal documents are?

Posted by Sean Kelly on Mon, Nov 12, 2012 @ 03:47 PM

You read it right, we're asking: Do you know where your personal documents are? And no, we aren't talking about the documents you keep in a filing cabinet, in a kitchen drawer, or a home office. We're talking about the personal information you've left with anyone who you have ever given it to... your bank, your doctor, your lawyer, your accountant, etc. Do you know what is done with your documents? Well, in most cases, youshould feel secure leaving your information with a reputable company who uses a professional document shredding service to securely destroy your information. Unfortunatly, as detailed in this news video, sometimes your personal information can be just thrown in the trash by those who have no regard for the safety of their clients or patients information. 

Are your documents being securely shredded?
 A trash collector found these documents
containing sensitive personal information in a 
dumpster, and even found a copy of a social
security card.

 

So now you ask, well how can I be sure that the people who deal with my sensitive information aren't just throwing it away? Of course you cannot police them, but what you can do is be an educated consumer of the services you are using, and when you know your sensitive information is going to be in the hands of a service provider, all you have to do is ASK! Don't be afraid, your identity and financial information may be at risk. All it takes is a simple question of "will all of my information be securely shredded when you're done with it?". The answer will either be "Why of course, we use company XYZ to shred all of your client/patient information" or it would be "No", or maybe "we plan on starting up services sometime in the near future", or any type of explanation to make it sound not-so-bad that they aren't using a shredding company. Either way, when you ask, you are only doing a service to yourself and the fellow consumer. Maybe your question will prompt that company to call their shredding service provider to have them remove sensitive documents (some of which may be yours!), or, maybe your question will prompt them to START using a document shredding company. The outcome will be positive, no matter what. 

As a consumer, you have a right to DEMAND the safety of your information. Thankfully, Massachusetts and most states have laws that affect the types of businesses that handle sensitive information and so you can feel comfortable knowing that those businesses are required by law to keep your information safe. Regardless, it never hurts to ask. You never know whose sensitive information you could be keeping from going into the trash.   

Tags: 93I, Federal FACTA, Protected health information, 93H, Document Shredding, document storage, shredding services