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Motivation to Outsource Record StorageThe typical reasons companies and institutions look for a new off-site, professional records storage company can be broken down into one of these topics.
EXISTING RELATIONSHIP WITH MULTINATIONAL STORAGE COMPANY: Many companies are tired of the lack of service they get from the large, multinational storage company. There is reported to be very little sense of the true attitude of service. There are also what seem to be arbitrary (and often) rate increases. So, you experience this and want to change. Watch out for the excessive exit fees. You may feel like they are holding your boxes hostage and you have to pay the ransom to get them back.
SECURITY: The various laws state that you have to take all measures to keep your confidential documents protected. That means they are not available to just anyone who happens to be in your office. If your documents are just setting in file cabinets where anyone can view them, then you may not be complying with the various privacy protection laws. Who should you fear having access to your confidential files? Any of the following could cause you harm.
SPACE: Sooner or later, most businesses run out of space for storage. When that happens, you have to move, or somehow acquire more space. Why not place your confidential historical files off-site with a professional records storage company. It is much cheaper than moving and is almost always cheaper than acquiring the extra space if available without moving.
DISASTER PROTECTION: Hurricane Katrina ruined many businesses because it ruined their historical files. The disaster damage was very evident in the medical field. Medical charts were destroyed for active patients. The data from various tests could not be recovered and had to be performed again when possible. However, the historical data was gone for good. Do you have in house fire protection that is not water based? Privacy of Confidential InfomationVarious laws have been enacted to protect the privacy of personal information. The increase in Identity Theft crime has caused the enactment of many of these laws. Various states have also enacted laws, starting with the states of California, Wisconsin and Georgia. The most famous of the laws is HIPAA, enacted to protect the privacy of patient information. HIPAAHealth Insurance Portability and Accountability Act (HIPAA), was enacted in 1996 and includes provisions intended to safeguard the privacy of patient health records. HIPAA is a significant piece of legislation with onerous penalties. For a full text of the SUMMARY OF THE HIPAA PRIVACY RULE from the Department of Human Services, available online go to: http://www.hhs.gov/ocr/privacysummary.rtf. See page 16 of this document in regards to specifically "securing records under lock and key.…and limiting access….." Data Safeguards. A covered entity must maintain reasonable and appropriate administrative, technical, and physical safeguards to prevent intentional or unintentional use or disclosure of protected health information in violation of the Privacy Rule and to limit its incidental use and disclosure pursuant to otherwise permitted or required use or disclosure. For example, such safeguards might include shredding documents containing protected health information before discarding them, securing medical records with lock and key or pass code, and limiting access to keys or pass codes. .HIPAA LINKS
American Medical Association GLB (Gramm Leach Bliley)Gramm Leach Bliley (GLB) is another federal law with a much broader scope than HIPAA. The broad standards outlined in this law were designed to compel financial institutions to "respect the privacy of its customers and to protect the security and confidentiality of those customers' non-public personal information." Specifically, this law requires protection against "unauthorized access to or use of such records or information which could result in substantial harm or inconvenience to any customer." See page 1, section (b) (3) of Section 501 of the Conference Report and Text of Gramm-Leach-Bliley Bill published by the Senate Banking Committee. GLB LINKSSenate Banking Committee Federal Trade Commission FACTAThe Fair and Accurate Credit Transactions Act of 2003 also known as the FACT Act was signed into law on December 4, 2003. In general, the Act amends the Fair Credit Reporting Act (``FCRA''). The Act contains a number of provisions intended to combat consumer fraud and related crimes, including identity theft, and to assist its victims The Disposal Rule of FACTA, as proposed, requires entities covered by the rule to take "reasonable measures" to protect against unauthorized access to or use of information. FACTA LINKSFederal Trade Commission Privacy Rights Organization What Documents Should Be StoredContract with a Record Storage Company in order to protect your confidential records. Do not leave your records where disgruntled employees, contractors, vendors and others not authorized to have access to such records. Various State and Federal Laws mandate that you protect private information.
In order to be compliant with the various state and federal laws and protect yourself, stockholders, employees, and customers/patients, you should protect all confidential and outdated material.
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