3 posts tagged “file storage”
According to experts,document destruction in New York is one of the most important steps to prevent identity theft. There are a multitude of sensitive business documents, such as financial information, trade secrets, employee lists and payroll information, and customer lists that can be used by criminals to compromise the security of a business. Further business must safeguard the personal identifiable information of their customers, such as social security numbers, dates of birth, and credit card information. Using a professional document destruction company can assure the job is done thoroughly and avoids the inconvenience of in-house removal.
Businesses and organizations in New York must be extra vigilant to protect data covered under the recently passed New York Social Security Number Protection Law, and federal regulations under HIPAA, FACTA and the Gramm-Leach-Bliley Act’s Privacy and Safeguard Rules.
Identity thieves can use information from important papers, cancelled checks and old invoices to apply for new credit cards using the name of the business or the consumer. It is as simple as going through the trash and finding the information By using the company or consumer name and the critical information, criminals apply for credit. And that is why it is vital to have documents destroyed in New York professionally. And when it comes to the theft of consumer information, the company can be liable for significant civil, and in some cases, criminal penalties.In addition to these monetary losses, a businesses reputation may be tarnished
Statistics and concern about identity theft and security is so high, that the FTC issued the Fair and Accurate Credit Transaction Act (FACTA) in 2005. FACTA is a law to protect consumers and businesses from fraud and identity theft by requiring destruction of consumer information before it is disposed. FACTA is enforced, and professional document destruction companies in NY comply with this law.
There are many records management companies in New York today. These companies provide a secure and cost effective method of document destruction in New York through ShredSense.
Grace Enderlein is a freelance writer and editor. “Protecting Identity with Document Destruction in New York” notes the risks involved with not using a professional document destruction company such as Retrievex.com.
Keeping your stored business records accessible and organized is a necessity for efficient business processes. If records management is not done competently, it leaves your company vulnerable to risk and decreased productivity. A business needs to have a records management solution that has records controlled with an easily updated online system and tracking capabilities. Good communication with a professional vendor also adds to successful records management solutions.
There are recommendations on how to keep records inventory healthy including using an online, updateable inventory management system, and creating a retention schedule that can be controlled by the system. The schedule is used for the management of on site and off site records. Records should be moved and disposed of according to the schedule, and keeping the records management system structured is mandatory for the system to work. The retention schedule can be automatically calculated to assure compliance with regulatory mandates.
The on site and off site inventory should be checked periodically online. If boxes are currently in stock, find out where they were last tracked to allow for search capabilities of every box and file in the system. Tracking the movement of every box is important to the safety and proper storage of your records, and the location information should also be accessible to you, the client. Verification of destroyed records is the next step in your inventory check.
Your records storage management vendor should actively improve their records management system. Choose a professional vendor with online custom systems available that can be managed from your desktop. Having electronic access also has the convenience for the user to order storage supplies and arrange for delivery and pick up from the vendor. There must be active participation during the process with your vendor, and it is important to read contracts and communications from the vendor in reference to services and fees.
There are many companies providing records management, office records storage, document destruction, and paper shredding, data back up, and media storage. They offer Recordslink, which is a comprehensive, customized web technology allowing the management of records storage from a desktop.
With increasing regulatory requirements, medical records storage becomes even more complex. HIPAA (Health Information Portability and Accountability Act) requires that health organizations’ medical records storage be compliant and protect against loss due to disasters like fire, flood, viruses and human error. With stringent fines, high penalties and even possible imprisonment this should be the time to review your disaster recovery plan for your medical records storage.
Medical Records Storage Tools to Maintain Compliance with HIPAA Standards
- User Authentication – Private password authentication only to you
- Limited Users- Limit users to access only information they have authority to
- Encryption of Data – Any transmission of data must be protected by a system of encryption
- Offsite Medical Records Storage – So that it is not lost to disaster that caused loss of primary data
- Secure Facilities – Make sure medical records storage provides monitored sites, employee screenings, and secure transportation
- Transmission Reports – Real-time reporting tracing the movement of medical data
- Quality Control – Dedicated systems and staffs providing customized medical record storage reporting and customer support.
Advantages of Compliant Medical Records Storage
- User friendly interface for end users who have access to medical records storage
- Fast recovery means no interruption to business after disaster
- Automated solutions increases productivity
- Long term cost savings
- Reliable and secure data protection for medical records storage
With the rise of electronic records, digital x-rays, and sonogram recordings come the increased need for secure medical records storage. Recent identity theft underlines the importance of proper data storage. HIPAA compliance is your safeguard to ensure that your medical records storage and disaster recovery plan is failsafe.
Linda Dunkelberger is a freelance writer and editor working for Retrievex.com. Retrievex specializes in customized records management solutions, delivered through systems designed for optimum quality and efficiency. The article “What is needed for Compliant Medical Record Storage” outlines tools and advantages to your medical records storage needs.
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