Storage & Shredding: Expert Advice

Off-Site Vs. On-Site Shredding, What's the Real Deal?

Posted by Sean Kelly on Mon, Nov 19, 2012 @ 09:59 AM

One of the biggest changes to the shredding industry over the years is the appearance of the "Mobile Shredding Truck". Usually coming fully equipped with a shredder, tv monitor, and a big bad name, shredding trucks have their good qualities, but poor ones too. A lot of companies seem to enjoy the ability to view in "real time" the shredding of their documents. Unfortunately, what a lot of companies don't know is that on-site shredding can be performed by less than qualified staff and a less than qualified company.

Yes, you heard it right. Anyone with a cell phone, a one page website, and a truck can pass themselves off as a mobile shredding company. Are their services actually helping you become compliant with the laws? Do they have strict information security policies in place? What happens if the truck breaks down (like in the picture below). What is the level of security of the shredder that is being used in the truck? Some mobile shredding trucks have shown to actually let WHOLE CHECKS pass through, unshredder (proof is in the pudding, I mean picture, below). These are some things you need to question before electing to use a mobile shredding company.

Shredding security  How secure is your shredding operations
How comfortable would you feel if your
documents were shredded in that mobile truck?
 And then, ask yourself, how comfortable 
would you feel having a mobile shredding
truck shred your documents when the 
shredder lets WHOLE CHECKS pass through?

 

Off-site shredding is done by a shredding company who has a warehouse (real estate), an industrial shredder, and a bonded and insured warehouse staff, at the very least. Usually, a company that performs off-site shredding also offers and performs other records management related services and they hold certifications and memberships in order to do so, adding to their legitimacy.

I like the analogy of likening an off-site shredding company to a bank. You give the bank your money but you don't see them put it in the vault, so how do you know it is safe and will be there when you need it? Because a bank is insured. With a bonded and insured shredding company, you have the same circumstances. You don't need to watch the shredding be performed to know that your document will be securely and properly disposed of due to associations like NAID, the National Association of Information Destruction. NAID is the association that verifies and puts their "stamp of approval" on those companies who follow the highest security measures in their shredding operations. 

We aren't saying that you should not use a mobile shredding company (but you really shouldn't!) but what we are saying is, we don't think this mobile shredding trend is here to stay. What do you think? Feel free to leave you comments in the box below...

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The Information Disposal Training Program for Employees, brought to you by NAID!

Posted by Sean Kelly on Fri, Apr 06, 2012 @ 01:28 PM

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!

NAID training program

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4 considerations for choosing the right Records Management Vendor

Posted by Sean Kelly on Fri, Nov 04, 2011 @ 03:00 PM

What to consider when choosing a records management vendor?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.
A secure records management system starts with the right vendor
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
National Association for Information DestructionThe 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
Secure storageLearn 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.

 

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Safeguard introduces it's future Manager of Shredding Operations.

Posted by Sean Kelly on Wed, Mar 02, 2011 @ 07:42 AM

Safeguard introduces it's future Manager of Shredding Operations.

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Important New Data Protection Laws Regarding Sensitive Information

Posted by Arielle Burdulis on Thu, Nov 05, 2009 @ 06:28 AM

What are 93H & 93I?

Laws Affecting your business

Massachusetts General Law 93H
93H requires 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.

What are you required to do?

Among the compliance standards for this new data protection law include the following:

A written comprehensive information security program (CISP).

Controls on employees’ access of sensitive information, including physical security safeguards, computer user access levels and user authentication protocols.

Security measures on computer information systems, including data encryption, anti-virus and anti-spyware software, and firewalls.

Periodic review of audit trails and monitoring of systems for unauthorized access.
Proper disposal of sensitive information, as outlined in new Massachusetts data protection laws.
Massachusetts General Law 93I.

93I requires the shredding or destruction of any paper files containing sensitive information and the erasure or destruction of any electronic files or data storage devices containing personal information of employees or customers.

93I also requires a written policy regarding the disposal of sensitive information.

What are the penalties? 


A violation of 93H levies fines of up to $5000 per record compromised.

A violation of 93I levies fines of up to $100 per record compromised with a maximum of $50,000.

This does not take into consideration the loss of your company’s hard-earned reputation and the potential loss of credit.

Safeguard can help guide you through compliance. Call Sean at 508.795.1015 for a Free Assessment, email Sean at operations@safeguardrecords.com or log onto www.safeguardrecords.com for industry specific information.

 

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Protecting Your Customer's Information through Records Management

Posted by Arielle Burdulis on Tue, Nov 03, 2009 @ 06:11 AM

Is your client's personal information protected?

Destroying sensitive documents that are no longer being used is an important legal obligation for any company holding personal customer information.

safegourd bin

SAFEGUARD announces a new full service Bin Document Destruction Program designed to free you from the hassle, expense and uncertainty of in house document shredding and disposal.
SAFEGUARD Disposal Bins are provided at no cost and SAFEGUARD will get you started with a FREE NO OBLIGATION ONSITE ASSESSMENT.

Simply drop your sensitive documents in the secure locked bin and our experienced, uniformed personnel will collect your confidential documents for secure transport to our state-of the-art destruction facility.

SAFEGUARD gives you the flexibility of either on-call or regular service intervals to switch out your full bins for empty ones. It’s the convenience of a waste basket with the peace of mind of complete information security.

To get started, call Sean Kelly at 508.795.1015

 

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