Paper’s Not Dead. Are Your Paper Records Protected?
In today’s Digital Age, more and more information is created and consumed on computer screens. So where does this leave hard copy information? For many organizations, paper records are still as essential as digital records. Since all business information must comply with multiple regulations, it’s important to have a paper document protection solution in place. Here are several tips to follow:
Tip #1: Know What You Have
The first step to protecting your paper records is knowing what you have. Determine where your documents are stored and how they’re accessed, and assess which records are vital by asking the following questions:
- Is this document required by a regulatory agency?
- Is this document required for legal reasons?
- Does this document support my disaster recovery plan?
- Can I recreate this document?
This assessment should help you pinpoint which documents need to be protected.
Tip #2: Stop Hoarding
It’s easier to delete a digital file than to shred a hard copy document. When shredding your own paper documents, staples and paperclips must be removed before the sheets of paper are hand-fed into the shredder. Feed too many sheets at a time, and the shredder will jam. Then the shredding receptacle needs to be emptied. With all these steps, too many organizations skip shredding and instead hoard paper records indefinitely. This puts their customers and employees at risk of identity theft.
A shredding service prevents paper hoarding as well as all the wasted time and frustration of using a shredding machine. Small pieces of metal like paperclips and staples do not need to be removed when using shredding services. Locked shred collection containers are placed in high-traffic office areas where confidential documents can be easily tossed inside. A shredding technician will then collect the contents on a routine schedule set by your company, and either shred your documents on-site with a mobile shredding truck or transport them to a plant-based shredding facility.
Tip #3: Go Off-Site
Whether it’s client contracts, patient charts, tax documents, or personnel files, you need to protect documents with sensitive personal, medical and financial information from unauthorized access and disasters. Offsite document storage minimizes external and internal threats to paper records throughout their retention lifecycle. Off-site storage also frees up expensive office space for business use instead. When your records are brought to a commercial records center, each carton is bar-coded and tracked in an inventory management database. Your records are then only accessed by individuals whom your company names, so the chain of custody is never broken.
Inside the records center, only HIPAA-trained and background-screened records management personnel may access your records. Confidentiality and security is maintained using the following systems:
- 24-hour monitored video surveillance
- Climate control monitoring
- Third-party monitored fire suppression and notification
Paper isn’t dead, so make sure you give it the protection it deserves.
Kent Record Management provides records storage and information management services for businesses throughout Michigan. We’re here to help with all your record management and information security needs. To learn more, please contact us by phone or complete the form on this page.
"We are all very impressed with Kent Records! From the beginning, everyone has been helpful and available, via email or phone. The simple, easy-to-use platform and personal customer service make all the difference in the world!"
Operations Assistant /American Board of Emergency Medicine
"When the decision was made to expand our Traverse City office as well as improve office efficiencies, we called Kent Records Management. Their exceptional service and reputation that is prevalent in the Grand Rapids area made the call an easy one. Kent Records Management works with the customer to make sure all needs are met while they maintain the utmost professionalism and confidentiality."
– Diane Zandstra
Vice President, Access Point
"You make it so easy to do business with you!"
Post Closing Specialist & Title Coordinator, Member Advantage Mortgage
"I just wanted to drop you a quick line to let you know that we have been a very satisfied customer of Kent records for about 10 years now. The service we receive for hardcopy and media from the Kalamazoo location is excellent!"
Team Member, Coca-Cola
"Your staff came so quickly to take care of our shredding needs! We appreciate who they are and what they do in your business!"
"We really enjoyed working with [Kent Record Management] on our shredding project. Your staff were extremely pleasant and very helpful – it was a true pleasure! We were amazed at how fast it went!"
Vail Rubber Works
"Thank you for providing such great customer service. Our documents are very sensitive and I never have to worry about them getting into the wrong hands. Today (a courier) picked up my shred container. He was polite, professional and got the job done quickly. He was also very thorough in making sure that my documents were locked and secure as he took them from our storage to the truck. I was very impressed with his service."
“MANN+HUMMEL USA INC has been using Kent Records for the storage of a wide variety of business records for more than 10 years. We find the people at Kent Records deliver a high level of customer service. We find them very responsive to our requests and the timely and efficient service has been greatly appreciated. When we request record retrieval, we find the records to be well maintained and in excellent condition. We feel confident that record destruction is being accomplished safely, securely and within the specifications established by our company. We feel confident in the reliability, safety, security, and efficient services provided to us by Kent Records.”
"Our courier from Kent Records is always pleasant and we enjoy seeing him! He also solved my personal shredding problem by selling me two of your shredding bags that I can fill up and deliver to your offices."
“Always good working with KRM - everyone is so helpful and pleasant.”
– Honey Blemaster
Sparrow Health System