Calling all Doctors' offices! Are your data disposal practices HIPAA compliant? Do you feel comfortable with your employees' knowledge of HIPAA? Are you sure that they are following correct protocol? If you have any question in your mind about HIPAA related data disposal, then we have the perfect answer for you. It's called the NAID Employee Information Disposal Training Program. This program was developed by NAID, the National Association of Information Destruction, and is brought to you (Doctors' Offices) by document destruction vendors that are members of NAID. Safeguard Records Management is a document destruction vendor, and member of NAID, who has realized the importance of this training video and has absorbed the costs of the video and training materials to bring this NAID program to you FREE OF CHARGE.
One of the many benefits of this training includes the fact that it is the ULTIMATE RISK MINIMIZER. "How?" you ask... well, NAID has stated that "HIPAA regulators have written that when employees are appropriately trained on proper data disposal, healthcare providers will not be held full responsible for disposal violations". At the same time, NAID also tells us that "HIPAA regulators have stated that failure to provide such training will result in the highest level of mandory fines".
So what do you have to lose? well, a lot if your office doesn't take advantage of this training program that can be completed in only about a half an hour! To learn more, watch the NAID video below and then when you are ready to have your risk minimized, click on the blue button to request more information or to schedule a training session!
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.
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
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)
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!
Records management may be the most important business service that you've never heard of. In an era of increasing identify theft and more stringent regulations, however, it's time to get the facts on this important industry.
If your company handles or stores customer information like names, addresses, medical records, Social Security or bank account numbers, then finding a safe, secure way to both manage and dispose your office's paperwork isn't optional—it's mandated by law. Depending on your industry, your business may be subject to federal laws like HIPAA or the Gramm-Leach-Bliley Act, but state regulations often also apply. Some regs, like Massachusetts General Laws 93H and 93I, require companies to have written procedures that outline how paper and electronic files are secured on a day-to-day basis, as well as how they will be destroyed once they are no longer needed. When companies fail to meet these basic standards, they can be subject to prosecution and end up paying significant fines—sometimes per record.
Here's where a Records Management System (RMS) comes in. These services come in a variety of shapes and sizes, but their purpose is essentially the same: to help companies manage their paper and electronic records in such a way that sensitive information is secured and properly stored, and remains accessible if needed in the future. A typical Records Management vendor will offer some (if not all) of the following services:
Site analysis and compliance documentation
Secure, off-site record storage for paper files
Online access to storage inventory
Scheduled document destruction services, one-time or ongoing
Document imaging for digital storage and retrieval
Disaster recovery planning
Of course, not all Records Management vendors are created equal. There are any number of companies to choose from—not all of whom can handle the job successfully. Take the time to evaluate each vendor carefully, and consider the following:
NAID Certification The National Association for Information Destruction (NAID) offers training and certification for Records Management professionals. Records Management vendors with this credential have completed extensive training and have pledged to follow the standards and ethical practices of the NAID organization.
Compliance A reputable Records Management vendor should know immediately what procedures your business needs to follow to be in compliance with federal and state laws. Educate yourself ahead of time regarding your particular industry so that you know whether their recommendations are on-target.
Security Issues Learn how the vendor you are considering secures its own facilities. Ask what safeguards are in place for physical files, as well as digitally stored information. Be sure that the company has a definite policy regarding employee background checks. Every employee, but especially those with direct contact with sensitive information, should be thoroughly checked before gaining access to your company's files.
Customer Service The Records Management vendor you choose should provide evidence of their commitment to customer service. Consider how responsive and flexible the vendor has been during the sales process: Were they easy to reach? Able to offer scalable solutions to your particular company? Was their pricing competitive? Next, ask for references and determine whether or not existing customers are satisfied with their level of service. Finally, determine what procedures are in place to ensure that the vendor is accessible when needed. 24/7 online access to your records is an absolute requirement.
A reputable, service-oriented Records Management vendor will lower your company's risk exposure, reduce document storage costs and allow you to focus on growing your business. Take the time to evaluate your current and future records management needs—and then find the vendor who is right for the job.
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.