Gilmore Blog https://www.gilmoreservices.com/blog

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Information on document storage, imaging services, shredding and more.

Annual Paper Purge is Near

Annual Paper Purge is Near

It’s nearly the end of the year, which means the year-end paper purge is upon you. Now is the time you should start going through the stacks of paper you saved over the year. If this is the first time doing a paper purge, start with separating documents that are past their retention time and those that you need to keep longer. You can then file those you need to keep to make the year-end paper purge easier next year.

How Are Your Scanning and Storage Handled in These Winter Months?

How Are Your Scanning and Storage Handled in These Winter Months?

While it’s a good practice to have a retention schedule and get rid of documents at the end of their retention time, storing documents where they can be damaged by storms, could damage them to the point they are useless. Whether you are a business or an individual, you should keep copies of your documents – either with a third party or scanned onto an external hard drive that you can lock up and take with you should your business flood.

How to Ensure your Records Management is Up to Par for Accounting Firms

How to Ensure your Records Management is Up to Par for Accounting Firms

A client's financial data is what makes an accounting firm go 'round. Thus, they should have a great records management system. Missing records, poor documentation, and regulatory write-ups can be a nightmare. One missing spreadsheet could mean an expensive mistake for the client and the accounting firm. Nintex found that 49 percent of respondents to a study said that locating documents was a problem in their organizations. Some accounting firms keep boxes and boxes of records – records they don't really need to keep. Creating a records retention schedule helps keep your clients' records organized. It also significantly reduces the risk of identity thieves hitting the jackpot if they break into your business.

What Are the Different Types of Shredding Equipment?

What Are the Different Types of Shredding Equipment?

When you need shredding services, one of the areas you want to consider is what type of shredding equipment is being used. Some of it works better than others, and you don't want any sensitive information falling into the wrong hands. Standard paper shredders work for most things, but you may want to consider whether a strip-cut shredder or cross-cut shredder is the best choice for your needs.

What is Proper Document Destruction?

What is Proper Document Destruction?

Document destruction is very important to make sure that people aren't getting access to sensitive information. A lot of people just toss things into the trash and don't worry about what happens to them afterward. While that's generally fine for some items, there are plenty of other pieces of paper that could have important details on them. You don't want just anyone to get their hands on any of that. Proper document destruction is the way to reduce that risk and have more peace of mind.

3 Tips For Protecting Your Money & Important Documents At College

3 Tips For Protecting Your Money & Important Documents At College

Sending kids back to school can be worrisome, but one of the most commonly overlooked risks is the lack of security when it comes to their personal documents and vital records. When living in common spaces, sharing electronic devices, discarding mail in the trash, and attending class away from the dorm and their belongings, students are at risk of identity theft, credit card fraud, and more. 

How to Make Your Computer as Secure as Possible for Working Remotely

How to Make Your Computer as Secure as Possible for Working Remotely

All employees who have access to confidential organizational data or private client or employee information have a responsibility to keep their computers secure, but employees who work remotely face additional risks and challenges. When working remotely, employees are more likely to use their computer for personal reasons, leave their computer unlocked and unattended, and connect to unsecured networks. Protecting confidential information when working from home can keep your organization, coworkers, and customers safe from the threat of identity theft. These tips and tricks can help.

Keep Your Children from Identity Theft & Secure This Back To School Season

Keep Your Children from Identity Theft & Secure This Back To School Season

Tis the season for school shopping, lunch box notes, bus rides, and - identity theft?! Unfortunately, the back-to-school season is a fruitful time for identity theft as vaccination records, free and reduced lunch applications, birth certificates, and other secure and confidential documents change hands, both physically and electronically. Whether you're scanning copies of vital records to your computer and then emailing them to the school or making a copy and sending it with your little one on the first day, you could be at risk of a breach. 

How you can prepare for Disaster with Document Imaging

How you can prepare for Disaster with Document Imaging

Preparing for natural disasters is one of the most important things you can do, especially if you live in an area where these weather-based issues are more common. As part of your preparedness goals, you'll want to consider document imaging. That involves scanning paper documents and uploading them to a secure, electronic storage location as part of your disaster recovery plans.

What Is Data Encryption & How Does It Protect Me

What Is Data Encryption & How Does It Protect Me

Data encryption is the process of making digital files and emails unreadable by anyone who does not have the key. It keeps your data away from prying eyes, identity thieves and hackers. If you were to try to read an encrypted file without the key, it would be a mess of jumbled letters and / or numbers. An example of data encryption is online banking. When you pull up your bank account, you access the data through 128-bit encryption. Thus, only you can see your bank account information.

Keeping your information safe: How to properly Dispose of Records

Keeping your information safe: How to properly Dispose of Records

Many businesses and government agencies have schedules for record retention and disposal. Certain types of records are kept longer while others are kept for a shorter time. But the actual disposal of records should have specific procedures, especially if they contain personally identifiable information (PII).

Do you have a Plan?: How to prepare your Documents for Disaster

Do you have a Plan?: How to prepare your Documents for Disaster

When disaster strikes you need to know that your business operations will continue to run smoothly and your information systems won’t be completely uprooted. A document disaster recovery plan will help to minimize disruption to the normal operations of your business while preventing or limiting the extent of damage.

Shred-A-Thon 2022: 45 Tons of Paper Shredded and 756 Trees Saved

Shred-A-Thon 2022: 45 Tons of Paper Shredded and 756 Trees Saved

Gilmore recently provided trucks for annual shredding events in Pensacola, FL, and Mobile, AL. Designed to help people cut down on the odds of identity theft, the two events drew in 2,622 drop-offs and 89,000 pounds of document destruction. 

How Do Data Breaches Happen?

How Do Data Breaches Happen?

As technology has become essential to the business world and life in general, we often hear about data breaches and how it has completely destroyed a lot of companies and compromised sensitive information. Data privacy doesn’t have to be compromised if the right protocols and safety measures are put in place.

3 Reasons to Shred Your Old Tech

3 Reasons to Shred Your Old Tech

When your hard drive quits or storage drive becomes null-and-void, it’s easy to just pile all of it up in a corner or back room. You promise to attend to it later, but you never really get around to it. Or worse, you toss it in the trash as-is so you never have to look at it again. Maybe you wipe it first, or maybe you just hope that the password protection will be enough. However, consider what’s on a busted piece of technology. What kind of password lists or files are waiting to be discovered by a criminal who considers themselves the Indiana Jones of identity theft? We’ll look at why you should shred your old tech and who can help you out when you don’t know what to do with all your old devices. 

Scan Or Shred: What To Do With Old Tax Returns

Scan Or Shred: What To Do With Old Tax Returns

Another year of tax season is here and you may be wondering what to with old tax returns. The truth is, it depends. There are different timelines assigned to certain documents that may require you to keep your tax returns and supporting information longer than normal recommendations. Once you have spoken to someone with authority who can provide sound recommendations, that’s when you move forward.

Tax identity Theft: What You Need To Know

Tax identity Theft: What You Need To Know

Identity theft is a draw for criminals, one that allows them to wreak havoc on people’s lives while being shrouded in secrecy. When tax season pops up, the stakes get even higher. All the information, from your Social Security number to your transcript, is often relatively easy to both intercept and capitalize on. The best thing for anyone to do right now is to be aware of how criminals function and who they target — because it’s not always the wealthiest people. In fact, it’s more likely to be an everyday person who just got a little careless about security. 

RIM Services for Companies of All Sizes

RIM Services for Companies of All Sizes

Using a company for RIM services significantly decreases the risk of losing important information. You not only know where all of your business records are but they are also kept safe from prying eyes. And, when combined with a retention schedule, your business records won't ever take over digital or physical storage.

Document Storage for Inclement Weather

Document Storage for Inclement Weather

Dealing with inclement weather any time of year can be hectic, but knowing how to protect paper from weather conditions that can affect your operations is critical. Businesses that use document storage methods to keep paper records intact face an uphill battle, especially because certain conditions can damage those documents. Too much moisture, too much heat, and water damage are all factors to consider.

5 Questions to Ask Your Document Storage Provider

5 Questions to Ask Your Document Storage Provider

Many organizations utilize commercial document storage centers to maintain their paper or digital records for the recommended or required retention period. For paper records, this can clear up much-needed real estate in your brick-and-mortar office, keep files organized for easier access, and take the burden of tracking destruction dates and maintaining archived records off your plate. For digital records, this gives you access to expensive scanning and storage software, allowing you to customize the structure to meet your needs. For both, it ensures your document storage services meet the stringent security standards set by government agencies and other regulatory bodies in your industry.

Let Us Come To You: Gilmore’s Mobile Shredding Solutions

Let Us Come To You: Gilmore’s Mobile Shredding Solutions

Most Americans have paper waste at home that would pose a risk if disposed of in the garbage can, like bank statements, tax returns that are beyond their retention period, loan applications, and more. Any document that contains your date of birth, social security number, passwords, signatures, bank account number, or credit card number can be used by criminals to steal your identity and cause you harm. Additionally, documents that contain your address, phone number, email address, family history (i.e. mother's maiden name, grandparents' names, etc.), children's names or dates of birth, and more can be used to guess passwords and initiate unwanted contact. Shredding documents that contain confidential information is key.

New Year, New Office? Get Ready with Gilmore

New Year, New Office? Get Ready with Gilmore

If you are starting a new job working from a home office, you need to get the office ready before the first day of work. Being prepared is the best way to start and be successful in a new venture. Part of getting ready – other than furnishing the office – is to organize the services you will need, including document shredding. An office deals with many documents and digital media that contain others' private information.

End of Year Shredding Purges with Gilmore

End of Year Shredding Purges with Gilmore

As the end of another year approaches, now is a good time to evaluate your document destruction policy and consider your end-of-year shredding strategy. While it's easy to get a little relaxed about documents that have reached the end of life, leaving them in storage beyond their shred date poses risk to your home and your identity security. Year-end purging can help free up space in your home, remove fire hazards, protect your personal information, and prevent threats of identity theft or fraud. While year-end document shredding can seem overwhelming, we're here to help.

Scanning and Storage in Florida’s Winter Months

Scanning and Storage in Florida’s Winter Months

In Florida, winter can be very wet. Unlike other areas where it’s very cold, there are certain parts of the state that have rain no matter what time of year. It’s always a good idea to be prepared for anything when living in Florida, and businesses should have a good scanning and storing system in place to accommodate any unforeseen flooding that can wreak havoc on their business, documents, and systems. Finding a good partner that understands the logistics of Florida’s ever-changing inclement weather to safely carry out a document management plan is key.

Record Management For Accounting Firms

Record Management For Accounting Firms

It’s the time of year when it’s time to review and reflect on what’s occurred throughout the year. It’s also a time where purging should be at an all-time high. Document shredding should be on schedule for the final weeks of the year, in addition to document scanning for documents and data that can’t be disposed of. Knowing which records to retain and which ones can be destroyed can make or break an organization that deals with sensitive data. An effective plan must be in place and carried out on a consistent basis.

Save Your Business Time and Money With Document Scanning & Storage

Save Your Business Time and Money With Document Scanning & Storage

You can increase productivity and security in your office by using a document scanning service. Whether the files are active or in retention, scanning them into a secure cloud server allows you to access them when needed and keeps them secure from prying eyes. If you are not ready to move to a 100 percent digital office, you can not only scan the documents, which makes it easier to find them and secure them, but you can take advantage of our secure document storage.

Document Scanning vs. Document Shredding: What Do I Need?

Document Scanning vs. Document Shredding: What Do I Need?

Data breaches can happen to anyone, regardless of the size of the company. A breach, whether of physical or digital documents, can cost you a lot of money. You could be fined, and the person whose identity was stolen could sue you. You can take steps to minimize the chances of a data breach. Combining document destruction, document scanning, records storage, cloud storage and implementing a strong security system for your computers are all things you can do to minimize a data breach.

The Small Businesses Guide to Document Scanning and Storage

The Small Businesses Guide to Document Scanning and Storage

Trusting a company to handle scanning your records, whether they are your HR records or your clients' files, is a big step for some businesses. When it comes to scanning and storage, you want to make sure that the company you choose scans every document and that the document storage facility is secure.