Storage & Shredding: Expert Advice

Improper Document Destruction offenders EXPOSED

Posted by Sean Kelly on Mon, Nov 26, 2012 @ 12:33 PM

 

confidential file image

 DO NOT, I repeat, DO NOT let this happen to you! Even though everyone says "oh, it won't happen to me", don't be that person. It can, and will, happen to you. What is 'it' though? 'It' is the heavy imposition of FINES on you for the improper disposal of sensitive information. These fines are imposed by both Massachusetts state laws (93H and 93I which require the proper destruction of information containing social security numbers, driver's license numbers, financial account numbers, and credit or debit card numbers) as well as federal regulations like HIPAA that require the secure destruction of PHI (protected healthcare information)as well as FACTA. If anything is to be taken away from this blog, it should be that the DUMPSTER is NO PLACE for the disposal of any kind of sensitive record. If you even have to question whether or not the information is "sensitive", then it probably is. Too many times companies, large and small, are exposed, and fined heavily, for disposing of sensitive information belonging to their clients, patients, or customers simply into the trash. 

For the companies that don't heed warning and do not take the proper steps to ensure the security and proper disposal of sensitive information, they are used to make examples of what NOT to do. This is done by way of news reporters plastering the names of companies, and what they did, all over the headlines. For example, big corporations like RiteAid, Walgreens, and CVS were all EXPOSED for their improper disposal of private prescription information. Hitting closer to home, St. Elizabeth's Medical Center is investigating how patient financial information was found floating around on the streets outside of a building in Charlestown. Thankfully, the hospital is taking the correct measures to ensure that this does not happen again. Also, the hospital did what it is required to do by law when a data breach of this sort happens and they notified the Massachusetts Attorney General's office. 

Then, we come across a more interesting situation where SHREDDED PAPER was used as confetti in the Macy's Thanksgiving day parade. So what's the big deal? We'll the shreds were very thick and cut perfectly horizontal across the paper so that perfectly clear lines of text were able to be read, including social security numbers, and other sensitive information. It is clear that a typical office shredder was used to shred these documents since that is the common level of "security" that an office shredder provides. The differences between an office shredder and a commercial shredder is the level of security in the 'cut' of the paper. Security levels 1-6 exist with the higher the level, the higher the security of the cut. Office shredders typicall have level 1 or 2 security where the shreds of paper are thick, easy to read and easy to reconstruct. Security levels 3 and 4 give consequtively smaller cuts of paper and allow for cross-cutting, inhibiting the readability of the shreds as well as inhibiting the ability to reconstruct the shreds. Security levels 5 and 6 are recommended for destroying top-secret government or research documents due to the shreds coming from this shredder being like grated-cheese. It is typical of a commercial shredding company to have a shredder with a security level from 3-6. Then, in some instances, a reputable shredding company will go one step further and have your shreds pulverized and recycled. 

The one thing that could have made a huge difference in each of these three situations is if the drug stores, the hospitals, and the police stations had all used a document shredding and storage company for their storage and destruction needs. Although the actions of safe and secure document storage and destruction seem straight forward and simple, they are best to be left in the hands of those companies who make it their sole purpose to protect information (yes, even AFTER it is shredded!). 

Tags: data protection, document shredding services boston, compliance laws, records, Massachusetts State Laws, 93I, Protected health information, 93H, Document Destruction regulations, compliance, privacy, PHI, shredding services

Protecting Your Sensitive Documents: What You've Been Missing

Posted by Arielle Burdulis on Wed, Aug 15, 2012 @ 12:56 PM

So shredding your documents sounds easy, right? Well, part of the process is easy, the part where you find a reputable vendor. There are many shredding companies out there that offer a wide range of services to suit the needs of any size company (and even those who need to have personal shredding done). A reputable vendor can take care of the grunt work for you by performing the hard labor, picking-up your documents and either shredding them or storing them. The not-so-easy part of protecting your sensitive documents is being compliant with data protection laws in ALL facets... having a reputable vendor is just the "tail-end" of compliance.

Before you go looking for a company to shred your information, you need to take a look at the laws that affect you that govern what measures need to be taken in the data protection process. Although reading through each law is important (yes, tedious, but necessary), one important yet ambiguous part of the laws is that they are not specific.  In fact, they are not specific for a specific reason. Most laws use terminology such as "reasonable measures" when it comes to what you "must do" in order to protect your clients or patients sensitive information. So what does a "reasonable measure" constitute? Well it depends on a lot. What you must do, though, is to spend time working out what is reasonable cost-wise and effort-wise for your entity and then draft a written policy on the measures that you have decided to implement.

Your written policy should at the very least include the following:

-What your entity considers sensitive information

-What should be done when someone in your entity needs to dispose of sensitive information

-What training will be given to employees to ensure that all sensitive information is disposed of properly

-What vendor you will be using for shredding and document storage

-What your emergency plan is in the event a natural disaster strikes in the area of your office location

-What your plan is in the event of a security breach in your office

 

Don't know where to start now? Well here's a place, download our Compliance Packet by clicking the button below and get our 11 page packet that includes a summary of Massachusetts Data Protection Laws 93H & 93I, a compliance checklist, and an example of Safeguard's Written Information Security Policy.

Click me

 

 

Tags: data security, data protection, document shredding services boston, compliance laws, legal file shredding, Massachusetts State Laws, Federal FACTA, Protected health information, 93H, HIPAA, non-compliance, destruction, document management, Document Destruction regulations, Legal file archiving, federal regulations

Records Management for Legal Professionals

Posted by Arielle Burdulis on Fri, Jun 22, 2012 @ 01:42 PM

Legal As a legal professional, you generate tons and tons of files and confidential client information. Your industry or professional associates counsels you on what you should be doing with this information, how long you should keep it for, and when it can  disposed of. Implementing the safe-keeping and safe destruction of your files though, is what is not so straight forward. Your private information is sacred to you, and you are probably weary of letting it out of your sight and handing it off to some self-storage company or leaving it unsecured in the office basement, as you should be. Then when it comes time to destroy those files of yours whose retention time is up, do you have the office intern sit at a paper shredder and manually feed your papers into an office shredder? How are those "shreds" then disposed of? Hopefully not in the dumpster.

As you can see, there are a lot of questions that arise even with the counsel of your industry advising you on what files to keep and for how long. To get rid of your headache, that is where records management company comes in. A reputable records management company can provide safe, and secure storage in climate controlled conditions where your files can be kept for the remainder of their retention period. When that retention period ends, a reputable records management company will also be able to provide certified shredding where after the shredding, the shreds are recycled so that no traces of your information exist except for the white pulp that may then be used again to fulfill one's morning coffee desires.

Find out what a Records Management company can do for YOU....

Need a place to get started? Click below...

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Tags: legal file shredding, Massachusetts State Laws, Boston, Office Records Destruction, 93I, 93H, non-compliance, Legal file archiving, compliance, Document Archiving, Records Storage boston, records storage worcester, identity theft, legal file storage, archiving

Records Management that Doubles as Risk Management

Posted by Arielle Burdulis on Mon, Mar 19, 2012 @ 01:19 PM

Have you made sure your data is safe? If not, there is a chance it will cost you financially. It could ruin your reputation as well.

In a recent news story, MetLife, headquartered in New York City, whose revenues topped $50 million in 2008, felt the effect of laws involving data storage security. Because they failed to use records management as risk management, they were fined $70,000. Apparently, when they moved from one location to the next, they discarded a lot of trash in the dumpsters outside the office. In it were sensitive records containing social security numbers, addresses and financial account information of people who were current and former clients of MetLife. The hard copy files remained in dumpsters outside the building for well over three days. During this time, anyone could have acquired the information and used it for identity theft.

In North Carolina, a news article from 2010 about Prompt Med spoke of a $50,000 fine, from the urgent care unit having thrown into a dumpster sensitive information including financial accounts and identification numbers of over 700 patients. Records management as risk management would have clearly helped here.

The Carolina Center for Development and Rehabilitation was highlighted in this article for having illegally disposed of the financial information of nearly two thousand patients in 2011. The fine for this was $40,000. The senior officers had plenty of warning about records management as risk management from the above previous incidents, but did not learn from it.

More and more information these days must be secured and companies are having to treat records management as risk management. With the advent of identity theft, any written, electronic, or printed records must be protected if they include personal information about a client. And if the records are to be discarded for any reason, they must be destroyed in a proper fashion, so that the information contained within is kept safe. From this was born the idea of records management as risk management.

Risk management rpocedures are extremely important to implement to prevent Identity theft. Identity theft is any person's personal information being used by another to illegally remove money from bank accounts, acquire loans and passports and commit other crimes. Identity theft is now also known as identity fraud.

There are state and federal laws in place across the country to ensure that the destruction of certain files is done so properly, in order to prevent Identity theft. If proper measures are not take, then the company responsible for not following the precautions can be given some fairly big fines.

In Massachusetts, the laws that aid in the prevention of identity theft are called the General Law 93H and 93I, and are applicable to all companies in the state of Massachusetts secure all data that include personal information, such as bank account numbers, credit and debit card numbers, and the like that have the ability to create identity theft opportunities.  

In addition, each company must have safeguards, by the employment of valid identification systems, in order to keep non-authorized personnel from gaining access through computers, or in hard copy files. The company must also keep all locations safe from outside the company. On a regular basis, companies shall be audited to ensure they within compliance. According to the 93I, a company must document the policy of their destruction procedures.

The fines for non-compliance of 93H requires for the company to pay five thousand dollars for each record that was not kept safe. For 93I, the fine is one hundred dollars for each record, with a cap of fifty thousand dollars. These ordinances came into law in 2005.

In addition to state laws, The Federal FACTA Disposal Rule maintains any person or business using consumer reports must make sure all the information within those reports remain completely secure when discarded.

In summary,the risks that someone takes for improper document disposal are inexplicable. Primarily, risks cannot be taken anymore because it is the law to practice safe and secure document disposal, but secondly when there are a multitude of risk management strategies available through document shredding and management companies, how can someone not take advantage of a simple way to reduce risk?

Need to start managing your risk? Or change your strategy? We can help... click on any of the buttons below to be on your way to a risk management solution!

 

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Tags: data protection, compliance laws, Records management, shredding worcester, Massachusetts State Laws, Office Records Destruction, 93I, Federal FACTA, 93H, Records Retention, HIPAA, document management, Document Destruction regulations, compliance, federal regulations, document shredding services worcester, records storage worcester, Certified document destruction, identity theft, shredding boston

Meeting your Records Management needs in 2012... See what is to come!

Posted by Sean Kelly on Fri, Dec 23, 2011 @ 10:44 AM

As 2011 comes to a close, businesses and offices are wrapping up their yearly doings, taking time to enjoy the holidays with colleagues, and getting ready for the start of the new year. Safeguard is too! Safeguard Records Management has decided to bring TWO exciting new offerings to the table in order better serve our destruction and archive customers.

 

Our first new offering will allow prospective and current ongoing destruction customers to have choices when it comes to their ongoing destruction bin. We are offering a new, duraflex destruction console in addition to the two convenient sized 35- and 65- gallon bins.This Console has many benefits over our shredding bins for offices looking for a more aesthetically pleasing ongoing destruction solution.

The sleek, clean console with a slit top and locking door allows for the security of a locking bin with the added benefit of looking more like it "belongs". Also, the console stays in place with only the interior insert being emptied rather getting a different bin during every rotation.

If your interested in receiving a shredding console, or switching our your bin for a console, contact Sean Kelly via contact form, phone, or e-mail.

Request a shredding console

shredding console

 

 

Watch this video in order to get a general idea of what the Compliance Training can do for your office

Our second, most exciting offering that Safeguard has decided to take on and provide to our customers in the healthcare industry is the Doctor's Office Compliance Training Program. This exciting program has been developed by NAID, the National Association for Information Destruction and is applicable to healthcare and dental offices. And the best part... it's free! Yes, FREE! The way NAID gets this compliance training program out to healthcare offices is through certified NAID document destruction providers like Safeguard Records Management.

 

The program can easily be summarized with the 3 following steps:

Receive the video

 Watch & Learn

 Be compliant!

That's it! Simple and quick and you're compliant, just like that! So what are the benefits of your office completing this compliance training you ask?

 

The best part about completing the HIPAA compliance training is, primarily, that you are at less risk of a breach of patient information (and yes, there is a but) BUT everyone knows that anything can happen these days and breaches can happen even in the most compliant and secure offices so here is where the training program really gives you a HUGE benefit... even if there is a breach of data or information, YOU ARE NOT HELD FULLY LIABLE BECAUSE YOU TOOK THE NECESSARY STEPS (i.e. the training) IN ORDER TO BE COMPLIANT!


Can it get any better than that? For minimal time and ZERO cost to you, your office can get trained on compliance with the HIPAA regulations for safeguarding healthcare information. With the maximum HIPAA fine going up 6,000% from $25,000 to $1,500,00 you have to ask yourself, can you really afford not to complete this zero cost training? (Click for more information on HIPAA)

Compliance Training for Healthcare Professionals

 

2012 is gearing up to be a great year for Safeguard Records Management as we look to expand and improve our services in order to meet and exceed the growing needs of our customers. If you'd like to have Sean Kelly get in touch with you regarding anything you have read, please fill out a Contact Us form and he will respond to your inquiry within a couple of hours. In the mean time, be on the lookout for more information on our shredding consoles and the Doctor's Office Compliance Training Program so you can take advantage of it as soon as the new year rolls in!

Happy Holiday's and Happy New Year from everyone at Safeguard!

 

 

Tags: data security, data protection, compliance laws, records, Records management, shredding worcester, Massachusetts State Laws, Office Records Destruction, Protected health information, Records Retention, Purging, ongoing rotations, HIPAA, non-compliance, Document Destruction regulations, compliance, PHI, records storage, document shredding services worcester, Records Storage boston, records storage worcester, Certified document destruction, shredding console, shredding boston, archiving, new laws, healthcare

How well do YOU know the data protection laws affecting you?

Posted by Sean Kelly on Fri, Oct 07, 2011 @ 03:26 AM

Data Protection LawsVirtually every single business and every single consumer is somehow affected by the following federal and Massachusetts State Laws. See how much you know, good luck!

 

1. What type of information does the FACTA (Fair and Accurate Credit Transaction Act) pertain to?

a.Medical records
b.Legal Records
c.Any and all business related records
d.Any and all consumer information

2. What are considered reasonable measures for the proper and safe disposal of information according to FACTA?

a.Putting the information in black/non-see through bags for disposal in a dumpster
b.Placing the information in sealed boxes for disposal
c.Tearing up the information before disposal
d.none of the above

3. Which of the following destruction methods would put you in compliance with FACTA?

a.Using a NAID certified document destruction vendor
b.Having your documents shredded or pulverized
c.Both A and B
d.None of the above

4. What industry does the Sarbanes-Oxley Act of 2002 impact the most?

a.Medical
b.Legal
c.Real Estate
d.Accounting

5. What are the penalties of non-compliance with the Sarbanes-Oxley Act of 2002 even if the non-compliance was a mistake?

a.A fine up to $1 million dollars and 10 years in prison,
b.A fine up to $100,000 dollars and up to 1 year in prison
c.A fine of $10,000 dollars
d.A prison sentence of 5 years

6. What type of medical information does HIPAA require health care providers to safeguard?

a.Any medical information on any patient
b.medical information that identifies who the patient is
c.Only medical information regarding illnesses and disease
d.Only medical billing information for the patient

7. What is the maximum penalty per HIPAA violation occurring after 2/18/2009?

a.Up to $100 per violation
b.Anywhere between $100- $50,000 + per violation
c.$500 per violation
d.$100-$1,000 per violation 

8. What does the Massachusetts data protection law 93H require businesses to safeguard?

a.Social Security Numbers
b.Driver's License
c.Financial Account Numbers
d.All of the above

9. What does the Massachusetts data protection law 93I require businesses to do?

a.Properly document what information is destroyed and when
b.Have a written policy regarding how any sensitive information should be disposed of
c.Properly store information in a safe and secure manner
d.Witness any document shredding be performed

10. What is the maximum fine per incident of record compromised under the Massachusetts 93H and 93I laws?

a.$100 per record compromised
b.$500 per record compromised
c.$1000 per record compromised
d.$5000 per record compromised

           

          Any area you need to brush up on? Visit the following links to get all the information you need on the state and federal compliance laws that affect you:

          http://www.sarbanes-oxley-101.com/sarbanes-oxley-faq.htm

          http://www.hhs.gov/ocr/privacy/hipaa/understanding/summary/index.html

          https://www.privacyrights.org/fs/fs6a-facta.htm

           

          Answer Key:

          1)d,2)d,3)c,4)d,5)a,6)b,7)b,8)d,9)c,10)d

          Tags: Massachusetts State Laws, non-compliance, compliance, fines, test

          The 5 W's for a little Fall File Cleaning (Tips Included!)

          Posted by Sean Kelly on Wed, Oct 05, 2011 @ 03:23 AM

          Every business and service provider that keeps paper records should be doing a good inventory of their information on a regular basis. It's easier said than done, right? Naturally, one needs to know What should they be cleaning out, When do they need to keep it until, Where are they going to store and/or shred it, Why do they need to store and/or shred it? Get the answers to your 5 W's to make your fall cleaning a breeze!

          Who? Who should be taking a look at the records in that stack of boxes building up in their office? Again, any business or service provider that puts information on paper. But for starters, anyone who has yet to do a good clean out this year (2011) should do so. Also, those who are ending, or starting, a fiscal year should start fresh by getting old files into storage and shredding unnecessary files or file duplicates in order to cut down on the amount of paper you have going into storage.

          By making sure you go through your files at least once a year, you are able to quickly and efficiently sort through paperwork that is fresh in your mind and you can quickly decide if it is vital to your business or not. If you end up waiting longer than a year, the chances are that when you revisit the files, it will take you longer for you to determine whether or not the records are vital and who wants to waste time? Time equals money so hunker down, and get it done. You will be glad you did it in the end.

          *Quick tip- by having a secure destruction container in your office, you can routinely get rid of sensitive information as you come across it in your daily work. A bin for ongoing destruction will decrease the overall amount of information that piles up waiting to be sorted through in a good seasonal cleaning! (See the end of this article for more information on secure bin rotations)

          What should you be cleaning out? This question take a little bit more consideration because different industries have different types of files, documents, and records that they need to keep for a certain period of time and thus, this question also requires the When question to be answered too.

          • Tax Records- 7 years after the tax year that the records are from.
          • Patient/Client Records- Dependent upon what the records are- Medical Records are kept by a care provider for 7 years after last treatment date or 3 years after the patients death. If a patient requests a copy of their medical records, they are entitled to it and may keep it for however long they like. Legal Records-sometimes are kept indefinitely or for a period of at least 7 years. If a client requests a copy of their legal records, they are entitled to it and may keep if for however long they like.
          • Financial Documents (Checks, invoices, statements, expenses, donations, cash records, loan records, etc.)- 6 years or until after an audit it performed. After the time period, financial records are to be shredded.
          • Corporate Records (meeting minutes, reports, articles of association / incorporation)- One copy of corporate records are archived for the life of the company.

          • Purchase orders- 3 years from date of purchase.

          • Inventories- Until the next inventory, obsolete inventories should be shredded.

          • Personnel/HR files- 7 years after the end of employment.

          • Invoices/Accounts Payable- 6 years from date on invoice.

          • Accounts Receivable- 6 years from date received.

          • Contracts- Under seal- 12 years after expiration; not under seal- 6 years after expiration.

          • Insurance Plans- Policies are kept 3 years after renewal, Settlements- 7 years after claims, schedules- 10 years.

          After you have figured out what you need to keep, shred, and store, you need to determine Where you are going to store the information. Naturally, you will want to also shred your necessary documents with the same RM that you chose to store your documents to save time and money. Necessary documents should be kept in filing cabinets in the office. To reduce the risk of having too many unnecessary files in the office, only keep a few filing cabinets. That way, you will be forced to go through your older files in order to put them into long term storage with your RM partner. Your RM partner should also have access rooms available for you to access your boxes of files when necessary to either retrieve files or pick out obsolete files for shredding.

          Last but most certainly not least, Why is all of this necessary? Properly storing and shredding of sensitive client, business, and personal information is not only a good practice, it is the law.

          Massachusetts data protection laws 93H and 93I require entities to safeguard any and all Social Security numbers, Driver's License Numbers, financial account numbers, and credit or debit card numbers. Entities are required to have a written policy stating how the named documents are safeguarded; the written policy could name your RM as how you go about safeguarding these documents.

          Overall, the job might not be pretty, it might not be fun, but a good fall cleaning will not only put your business in a better position, it's good for the mind, body, and wallet! Yes, wallet. By ensuring that you stay on top of your record managing, you will save countless hours of time for those who are fit to do the job (ie. usually executives or higher ups that get paid top dollar). Also, by cutting down the amount of files you put into storage by having them shredded, you are paying a one-time shredding cost rather than additional monthly cost for the space taken up by unnecessary files. Get all of your RM needs squared away before the cold weather and holidays come. You will be glad you did!

          Learn what an town hall discovered that they were glad they kept around when they were doing a little records managing of their own.... http://columbiamissourian.com/stories/2009/04/13/court-documents-reveal-sturgeons-past/

          If you are looking for more money-saving practices that your business can implement, looking into bin rotations for ongoing destruction might be something to do. By having a secure destruction bin in your office which has a slit-top container, you can routinely get rid of your sensitive documents by placing them in the locked bin. When your container is full, just have the bin rotated... its that simple! No strict rotation schedule, no bin fees, two convenient sizes, and just a one time flat rotation fee only when your bin is full, how can you go wrong?

          For more information of Legal records pertaining to Massachusetts residents, please visit:

          www.mass.gov/obcbbo/trash2.htm

           

          For more information on the 93H and 93I laws, please visit: 

          www.safeguardrecords.com/law-affecting-your-business


          For More information about Safeguard Records Management and how they can provide you with records management solutions, please visit:

          http://www.safeguardrecords.com/

           




           

          Tags: Massachusetts State Laws, Purging, ongoing rotations, Document Archiving, Fall Cleaning, federal regulations

          7 Reasons why your shredder will NOT protect sensitive documents...

          Posted by Sean Kelly on Tue, Aug 30, 2011 @ 08:36 AM
          Document Shredding

          Have you ever been fed up with your office shredder?

           

           Looking for a better, more convenient, economical, and less expensive solution? If you are, then you have found the right company. If you aren't yet convinced that outsourcing your shredding is more secure and less expensive than shredding in-house, please read below and let us know if it changes your mind!

          Discarded shreds only tell the bad guys what to take.


          The shredded materials from an office shredder are relatively easy to put back together. There is even a service available that electronically scans shreds for the purpose of reconstructing documents. If your shreds are simply discarded, all you have done is show the dumpster divers what to take.

          NAID member Safeguard securely shreds all information which is immediately boxed and securely held for weekly pick up of shreds by a recycling company which is bonded by agreement to respect the confidentiality of all of the shreds they pick up. The company turns the paper into pulp which is then recycled into paper and other materials.

          Employees don’t use shredders!  

           
          In most small to medium sized companies, employees are already overwhelmed with work. It is not realistic to expect that a busy employee is going to faithfully go through the time-consuming inconvenience of laboriously putting everything they should destroy through a slow office shredder. Even if they place them in the shredder, someone often decides to throw them out to avoid the hassle and mess.

          NAID member Safeguard can provide your business or office with a secure locked container into which employees can securely and conveniently deposit the documents that should be shredded. Simply put, convenience equals compliance and peace of mind.

          Shredding yourself provides no records of compliance.


          In the event of a privacy violation, compliant or audit, it is very likely that your firm will be asked to verify its compliance to information protection regulations. Shredding discarded information yourself provides you with no verifiable record of ongoing regulatory compliance.

          NAID member Safeguard’s services give you a verified, ongoing record of regular compliance with legally mandated information destruction requirements.

          Employees should not handle some sensitive information.

          When your employees do the shredding, you have two options 1) You either have entry-level employees shred, in which case you may expose sensitive personnel records and competitive information to individuals not meant to see it, or 2) management-level employees, who are especially busy and paid top dollar to do more important work, do the shredding. Neither situation is acceptable.

          Outsourcing your destruction needs to NAID member Safeguard solves this dilemma. Information destruction can happen very quickly with little, if any, actual handling by our screened personnel.   

          Office shredders break down!

          If you have ever owned an office shredder, you know they have a tendency to break down- even more so if you use them to shred everything you should. When this happens, the material to be destroyed piles up until the machine is repaired or replaced. The burden can become so great that there is a strong possibility that employees will cut corners and dispose of the material without destroying it in order to catch up.

          If you are using the NAID member Safeguard, you are out of the equipment business for good. The solution to your information destruction compliance is secure, quick and convenient.

          Office shredders won’t help you with large records purges!

          Even if an office shredder could keep up with the large volume of daily shredding (which, in most cases, it can’t), what happens when you have to destroy more records than normal? Maybe you are cleaning old records out of storage or someone just clean out their office. Even the slightest surge in the amount of material to be destroyed creates a nightmare for employees armed only with a small office shredder. Of course, the greater risk is that someone simply will decide not to shred it.

          NAID member Safeguard uses an industrial shredder capable of destroying hundreds of pounds of material per minute. Even a major purge of records doesn’t give our equipment the slightest problem.

          The Shredder can’t handle some materials

          The papers that need to be shredded are often held together by binders, paper clips, staples, and covers. These items normally need to be removed as the office shredders will not handle this material. Tapes, CDs, and other media also have confidential information on them. These items are only going to prematurely end the already short life of the office shredder if you try to destroy them yourself.

          By using large industrial destruction equipment, NAID member Safeguard can handle anything you throw at us.

          For more information on the NAID member Safeguard, please visit www.safeguardrecords.com or contact Sean Kelly, General Manager, directly at 508-795-1015.

          "Let our office be your back office"

           

           

          Tags: Massachusetts State Laws, shredding, Boston, Office Records Destruction, shredders, Office Shredder costs, Shredding company

          Shredding 101

          Posted by Sean Kelly on Mon, Jun 20, 2011 @ 08:12 AM

          Document Shredding Worcester and BostonSo although shredding paper seems like the most dull, boring and annoying fact about working with paper in your office, at the end of the day, paper shredding is actually crucial to the safety and security of your business. Knowing what to shred, when to shred it, and how to get the best cost for your shredding needs will all be explained in detail below, so sit back, take a breather, and remember, you will never have to pull staples out of all those darn packets of papers again after you realize how cost and time effective using a shredding company really is!

          First things first, what do you need to shred????? Knowing what you need to shred is the first step to take towards keeping yourself and your company protected from the heavy fines associated with carelessly discarding unshredded sensitive information.

          Personal information in need of shredding could contain any of the following (don't forget that junk mail!)-
          passwords, bank accounts numbers, bank statements, documents with signatures, phone numbers, addresses, pre-approved credit offers, credit applications, insurance information, expired passports, expired travel information, cancelled checks, loan documents, and any form of identification (old school Id's, expired Id's, Military ID)

          Business information in need of shredding-


          Documents with signatures, business policy/guidelines, passwords, account statements, bank statements, expense reports, customer lists, address lists, phone lists, account numbers, customer payment information, employee documents (health records, resumes, contracts, benefits information, discharge papers), and any and all legal documents.

          Shredding the above listed documents will help to ensure that you, your businesses, your employees and you clients information won't fall into the hands of thieves and scammers and that you will be staying compliant with the data protection laws such as 93H, 93I, and the FACTA law. What are these laws you ask? Well they are pretty straight forward but they carry hefty fines if they aren't followed.

          93H and 93I are the two newest Massachusetts data protection laws out there and put in place in March of 2010.

          93H is a law requiring all businesses in Massachusetts to take serious measures to prevent identity theft. Any business holding the name of a Massachusetts resident and their social security number, Driver's License number, or financial account number (credit/debit cards) is subject to this new data protection law.

          93I requires the shredding or destruction of any paper files or data storage devices containing personal information of employees or customers. In addition to the destruction of the information, businesses are required to have a written policy that details how they go about disposing of the sensitive information.

          The fines that can arise from non-compliance with the 93H and 93I laws can be anywhere from $100-$5,000 dollars per record compromised and can reach up to $50,000 per incident of improperly disposing of sensitive information.

          The federal FACTA (Fair and Accurate Credit Transactions Act of 2003) Disposal Rule intends to prevent identity theft. It calls for the proper disposal of information in consumer reports.

          If the above laws aren't reason enough to use a service for secure data shredding, maybe the ability to save time and money by using a service might convince you?

          Many studies have been done to show that not only does using a service save the time that employees need to put aside to take the staples or binder clips off of documents and to feed the slow drone, but it also SAVES $$$! The cost of having a company pick up boxes or bins of papers is usually less than half of what it would cost to have your employees use their valuable time for shredding.

          For example, office shredders cost anywhere from at the very minimum, $450.00, which doesn't get you much, to thousands of dollars for decent shredders! Then you must add on any fixes that might need to happen in the event that someone puts an unforeseen paper clip through or it gets jammed. Next, the length of time it takes for an employee to shred all the necessary documents could add up to hours a month per employee. This time consuming act may lead to cutting corners and just tossing sensitive documents into the trash which would then leave your business or company liable for any damages that may occur because of the data that you have made available for thieves.

          Just take a minute to let all of that sink in and realize how actually inconvenient and costly shredding in-house can be. Why not let someone else deal with the paper clips and binder clips while saving money?

          For more information on the above laws, please visit:
          Http://ftc.gov/opa/2005/06/disposal.shtm

          and visit:

          http://www.safeguardrecords.com/

          for more information on how a shredding service can help you.

          Tags: document shredding services boston, shredding worcester, Massachusetts State Laws, 93I, Federal FACTA, 93H, compliance, document shredding services worcester, identity theft, shredders boston

          Do you have a records management plan for compliance?

          Posted by Sean Kelly on Wed, Mar 10, 2010 @ 07:14 AM

          Is your business compliant?March 1st, 2010 - New laws require all businesses in Massachusetts to take serious measures to prevent identity theft. Any business holding the name of a Massachusetts resident and their Social Security Number, Driver’s License Number, or financial account number (including credit or debit card numbers) is subject to this new Massachusetts data protection law

          We can do either:

          - One time box pick-ups
          - Bin rotations...

          Convenient Bin Rotations

          1. We place a 65 gallon bin in your office
          2. You call us when it is full
          3. We pick up the full bin, securely destroy the contents and replace it with an empty one. 

          Contact Sean Kelly at 1.888.795.7233 or operations@safeguardrecords.com

           

          Tags: Massachusetts State Laws, shredding, 93I, 93H, destructions, March 1st, new laws, storage, bin