Any company handling personal information such as credit card accounts, social security numbers, banking information, and other personally identifiable information, must take extra steps to protect data from loss and theft or face significant penalties in the event of a breach.
Companies today must comply with an increasing number of regulatory requirements affecting their business, including HIPAA, the Gramm-Leach-Bliley Act (GBA) and the Fair and Accurate Credit Transaction Act (FACTA).
In an effort to protect individuals from the rising incidences of fraud and identity theft from data loss, the Commonwealth of Massachusetts is the latest legislative body to implement aggressive regulatory requirements to protect personal information with its new Massachusetts Privacy Law, 201 CMR 17.00: Standards for the Protection of Personal Information of Residents of the Commonwealth (MPL). This law affects any company, based in Massachusetts or elsewhere, conducting business with consumers and businesses in Massachusetts.
Records management vendors such as Retrievex can assist you with data privacy compliance and safeguarding your customer information.
Ensure your records management vendor has implemented policies and procedures to comply with MPL and other data privacy laws to safeguard the personal information that may be contained in its customers’ paper and electronic records. Your records management vendor of choice should complete an extensive review of the requirements of MPL and other data privacy laws and continue to review standards as new regulations are created.
Records Management vendors offer several services to help your company comply with ever increasing privacy regulations, including:
Customized Records Storage Store records in a secure, temperature controlled environment and ensure your records retention requirements are being met with a records management vendors on-line records management systems. The systems should allow you to search for records, and review the chain of custody of your records in storage. Record Storage facilities should have advanced security features such as gated access and key card systems in place. Records Management vendors should conduct background checks on all employees and have them sign confidentiality agreements.
Secure Media Vault Storage Protect your media back-up tapes and vital records (wills & trusts, deeds, etc.) by storing them in a secure media vault. Media vaults should have advanced temperature and climate control. Vaults should meet all American National Standard Institute (ANSI) standards for magnetic media vaults.
Certified Document Destruction Services Securely destroy customer data when retention requirements have been met. Choose a shredding company with good references. One of the most cost effective and secure means to destroy confidential documents is through an off-site document destruction vendor. Locked bins are distributed, and when ready, picked up at your site. Bins are taken to a secure facility for shredding, ensuring the papers are fully destroyed with the most advanced shredders. With any vendor, request a Certificate of Destruction for all items destroyed.
Securing a partnership with a qualified records management vendor such as Retrievex will assist you with satisfying regulatory requirements or securing your vital customer data. Contact Retrievex today to learn more about creating your own customized, secure records management program at (877) FileLine.
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