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Sean Kelly   Green Get Help Now

Sean Kelly,
General Mgr.
Safeguard Records Management Co., Inc.  
 

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Laws regarding proper document destruction

Are you meeting all the legal requirements for safe, certified disposal of your sensitive records and documents? There’s a better way –

The Safeguard Way

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What Our Customers Are Saying

“I work for a major store chain, and we often need credit card receipts at a moments notice. Safeguard has come through every time including locating and faxing us a copy within an hour. That’s customer care! Thanks!”

Melissa A.

Bookkeeper,Retail

“Safeguard’s online access to our records via the internet (called the RS/WEB) has been awesome. We can access our account, edit box descriptions, and even order services with the click of a button.”

Julie M.

Office Administrator,

Insurance Agency

“Our Accounting Firm needed to free up space taken over by old documents. Safeguard provided us with the answer. We still have timely access to our files, especially during tax season, in a secure environment AND we have our office space back.” 

Doug W., CPA

 

 

Is the sensitive information that your business or office handles protected?

Laws that, in combination, affect virtually every entity that holds records or information of clients, patients, customers or residents of Massachusetts:

1. Massachusetts General Law Chapter 93H & 93I

Who it affects: Those who hold social security numbers, financial information, driver's license information, or any information that could lead to the identity theft of any Massachusetts resident.
 

2. Federal FACTA Disposal Rule

Who it affects: Any person who maintains or possesses any consumer information for a business purpose.
  

3. HIPAA

Who it affects: Any entity that holds Protected Health Information. 
 

4. Gramm-Leach-Bliley Act (GLBA)

Who it affects: Any business who provides financial services or who is in the financial services industry.
 

 Take our Compliance Quiz to test how well you know the laws affecting you!

What can Safeguard do to protect YOU?

Document storage facility1. Help you formulate a records storage and retention plan

2. Securely store and archive your sensitive information 

3. Keep all of your information barcoded and inventoried so you can quickly and easily access boxes or even a single file efficiently

 

 

Secure shredding

4. Provide certified destruction of your information when it's retention period is up

5. Provide secure, large or small, one-time purges of unnecessary but sensitive personal, business, client, patient, and/or customer files

6. Provide lockable, slit-top containers for ongoing destruction of unnecessary but sensitive information  

 

Resources

Shredding of patient files and x-rays

Healthcare Industry

One important federal privacy standard, passed in 2003, was developed to protect the privacy of patients’ health information. Developed by the Department of Health and Human Services (HHS), this is part of the Health Insurance Portability and Accountability Act of 1996 (HIPAA). The full standard can be seen at: http://www.hhs.gov/ocr/privacy/

shredding of financial documents

Accounting Industry

The governing Act for the accounting industry and for handling records produced by this industry is the Sarbanes-Oxley Act of 2002.

http://news.findlaw.com/hdocs/docs/gwbush/sarbanesoxley072302.pdf 

The Securities and Exchange Commission (SEC) specifies requirements around retention of records relevant to audits and reviews in 17 CFR Part 210. The full rules are specified at: http://www.sec.gov/rules/final/33-8180.htm

shredding of secure information

Banking Industry

Specifications on record retention in the banking industry are contained in the Gramm-Leach-Bliley Act of 1999. The full Act can be seen at: http://banking.senate.gov/conf/fincon.pdf 

The Fair Credit Reporting Act helps to ensure accuracy and privacy of credit information. More information on this Act can be found at the following links:
http://www.ftc.gov/os/statutes/fcra.htm
http://www.ftc.gov/os/statutes/fcrajump.htm

shredding of student files

Education

The Family Educational Rights and Privacy Act (FERPA) is a Federal law that protects the privacy of student education records. FERPA gives parents certain rights with respect to their children’s education records. These rights transfer to the student when he or she reaches the age of 18. For more information on FERPA, use the following link: http://www.ed.gov/policy/gen/guid/fpco/ferpa/index.html 

Disaster RecoveryDisaster Recovery

According to Contingency Planning Research, Inc., a White Plains, N.Y., consulting company only 43% of businesses that suffer an incapacitating disaster, and who do not have an adequate disaster recovery plan in place, ever resume operations. Of the 43%, only 29% will remain in business two years later. Figures such as this and obvious recent events have forced businesses to think about disaster recovery more than ever before. In this case, every industry is involved; no one is immune to the possibility of disaster. In this case, records retention and recovery are a big part of business continuity, and planning for this is an important requirement. Several resources for planning are listed below:

http://www.utoronto.ca/security/drp.htm
http://www.disaster-recovery-guide.com/
http://www.disaster-recovery-plan.com/

Records Management

Secure Document Storage & Certified Document Shredding

Industries serviced:

Medical | Legal | Finance | Real Estate | Tax | Education | Architecture | & Many More Industries!

Areas serviced:

Worcester | Everywhere in Between | Boston

 

Locations: 

1 Brussels Street
Worcester, MA 01610
508.795.1015
75 Arlington Street
Boston, MA 02116
617.367.4554