Congratulations on closing on your new home!
Congratulations on closing on your new home!
You might not even think of it, but you have tons of confidential information on your computer, phone, tablet, external hard drives, USB drives and other digital media.
When you are looking for a shredding company, you need to check several factors, including the locality and the certification. Making a list titled how to choose shredding company and googling shredding company near me helps you locate local companies and compare services and certifications.
Many people believe that federal law always trumps state law, but this is not always the case. One such case involvesHIPAA regulations for medical records management.
When you are a law firm, you are held to a higher standard for protecting your clients’ data. Identity theft is a real problem that could cost your law firm hefty fines. One of the more significant issues a law firm has is that they store records right in the office.
Keeping your clients’ and employees’ sensitive information away from prying eyes is something every company should stay on top of. Even an inadvertent breach could result in hefty fines. You can protect data in your office, but what happens to that data after you’re done with it?
As a business manager or owner, you want to protect your client's confidential information, so you make the smart move and decide to work with a local shredding service company. But is that shredding service provider AAA NAID Certified?
Smaller businesses often forego retaining a shredding company because they believe they do not have enough paper or digital media to shred. Gilmore Services provides shredding services for small and large companies by offering one-time purge shredding and ongoing shredding.
If your business shreds documents in-house or does not shred documents at all, you should consider retaining a shredding company to help you prevent your customers’ information from being stolen or hacked from your computers. Shredding documents with an over-the-counter shredder might not create pieces of documents that are small enough, which means they are at risk of being recreated.
Did you know that the Federal Trade Commission ranks Florida as number 2 on the list for highest number of identity theft cases in 2017? You can see the rankings from 2017 here.
If information security is not at the top of your list, it should be. You could have to pay large fines should you experience a data breach. While most companies know about securing data, their employees may have some habits that open companies to identity theft and data breaches. Our five recommendations to create a more secure environment for company data include:
The 2020 hurricane season is here and it’s essential for Florida families and businesses to be prepared. One of the most important things you can do for hurricane preparedness is to protect your personal and sensitive documents to ensure they aren’t damaged or destroyed during a storm.
Data protection is a priority for small businesses. A single data breach can cost thousands of dollars in revenue and do irreparable damage to your company’s reputation.
Anytime you prepare to move from one place to another, you need help. Very few of us could move our belongings without assistance. For many people, a move means asking friends to help.
Businesses that are bound by HIPAA regulations, including those who are in the health care industry and related spaces, must take care to dispose of patients’ personal health information properly.
The COVID-19 pandemic has led to some couples deciding to quarantine together. That makes sense from the standpoint of companionship during what would otherwise be a lonely time, but it also represents some challenges.
The new reality created by the COVID-19 pandemic has led many businesses to embrace the idea of employees working remotely. As the crisis continues, we expect to see more business consolidating their workspace to reduce overhead expenses.
Small businesses have been hit hard by the mandatory closures and changes mandated during the COVID-19 pandemic. One way to get relief is to apply for an emergency loan as provided for in the CARES Act.
When you think about shredding personal document, your focus is probably on financial documents. Anything that could potentially compromise your credit or put you at risk of identity theft is an obvious chose for shredding and you’re not likely to overlook it.
Spring is rapidly approaching and for many companies, it’s the ideal time to do some spring cleaning by clearing out and shredding old documents.
Even when everything goes smoothly, moving can be stressful. It becomes more so when something doesn’t go as planned, or when you inadvertently make a mistake that costs you time or money.
You may be getting ready to file your 2020 income tax return, but that doesn’t mean it’s too early to start planning for next year’s taxes. In fact, the decisions you make now can have a huge impact on how long it takes you to complete next year’s filing when tax season rolls around.
One of the most challenging aspects of the COVID-19 pandemic and resulting changes to our working environments has been maintaining HIPAA compliance when treating patients remotely.
One of the things we have all been learning as a result of the COVID-19 pandemic is that we are all interconnected in ways we may have taken for granted. Those connections include both our personal lives and our businesses.
Like all of you, we have been following the COVID-19 pandemic news with concern and sadness. This is a difficult time for the entire world, and we must all come together if we hope to come through this challenge.
We’ve all had to adjust to a new reality thanks to the COVID-19 pandemic. One of the biggest changes has been that many of us are now working from our homes.
Are you worried about identity theft? If you’re not, then you should be – at least a little. It’s important to take precautions to protect your personal data from hackers and thieves.
It’s easier than ever to save digital information. Most of us have thousands of files between our email inboxes, cloud storage, social media sites, and our phones. And while it can seem like a good idea to save everything “just in case,” the opposite may be true.
Are you preparing to move? If you are, then you need to make sure you have the necessary moving supplies before you hire a local moving company. The right supplies will help you to have a stress-free moving experience.
Tax season is here. For a lot of small business owners in Florida, it’s a stressful and busy time. With the pressure of tax filing deadlines and documentation requirements, it’s easy to get overwhelmed.
Is your company still using a manual paper shredder? There are many businesses that rely on employees to shred documents instead of partnering with a local shredding service.
Does your company have valuable proprietary information stored on your hard drives? A lot of businesses store important information, including client records, data, product research and more on hard drives on their premises.
Records management is a crucial concern for every healthcare practice. Not only do you have a moral obligation to your patients to manage their records responsibly, but you also have a legal responsibility under the Health Insurance Portability and Accountability Act (HIPAA) to have a secure health record management system in place.
Do you have too many things or too much space? If you do, then you may want to consider becoming a minimalist. It’s a big step but one that can bring a great deal of harmony and peace to your life.
Managing a big project can be stressful, and it can also present an organizational challenge. In addition to bringing groups of people together, you also need to share access to important documents and other resources.
Complying with HIPAA law is a requirement for all companies in the healthcare industry as well as all medical providers. If you’re starting your own business and HIPAA law affects you, you might be feeling overwhelmed at the thought of adhering to HIPAA regulations.
There are few things people dread more than the process of moving. Even when the move is an exciting one, moving is a lot of work and can cause significant stress. That stress may be elevated if your current home is cluttered with belongings.
Whether you live alone or with other people, you may be wondering whether it’s time to upsize from an apartment to a house. The decision may feel like an obvious one – but what if you’re not certain?
Moving is both exciting and stressful. When you’re moving to a new state, there are elements of uncertainty that can complicate the move and raise questions.
The holiday shopping season is here and it’s important to consider security when you pull out your credit card to buy gifts.
Moving from one place to another can be stressful, particularly if you plan to move at a busy time of year. For example, trying to book a move in a college town in August or September can be a real challenge!
Storing customer data puts you in the position of being responsible for protecting your customers’ personal information. Whether you’re storing financial data such as credit card numbers, bank account numbers and Social Security numbers, or personal healthcare information, you have a moral and legal responsibility to act responsibly.
Moving is stressful for people and it can be even more stressful for pets. After all, you and your family understand the move and why it’s happening. Your pet doesn’t.
HIPAA privacy policies exist to protect patients’ personal health information. The responsibility of complying with HIPAA regulations falls with healthcare providers, insurance companies, and any other organization that collects and stores health records.
Even if your finances and personal affairs are uncomplicated, you still have personal documents that you must retain for legal purposes. But you might not be clear about which documents you need to keep and how long you need to retain them.
Is your business bound by HIPAA, FACTA or Sarbanes-Oxley regulations? If so, then you have a legal responsibility to maintain accurate records and destroy them according to the timetables specified by the law.
Every company should be concerned with information security. The average data breach costs $3.9 million and can do irreparable damage to your company’s reputation. The same is true with compliance missteps, which can cost thousands of dollars in fines and lost trust.
Does Your Contingency Plan Include a Disaster Recovery Plan?
Moving in with your significant other is a big moment in any relationship. It means that you’re blending your lives into a new, shared life. And, while it’s a happy moment and something to be celebrated, it can also be quite stressful if you don’t approach it properly.
Data destruction is in the news frequently – and for good reason! It seems that hardly a month goes by without a new story about a major data breach. In some cases, these breaches are the result of poor security. And in others, the issue is improper destruction of data.
Hurricane season is in full swing and with it, a heightened sense of urgency about preparing your business for a big storm and the hassles that come with it.
There are few things in life more time-consuming and expensive than moving. Whether you’ve just bought your first home or you’re downsizing, you’ve got a long to-do list. And, if you’re like most people, you’re probably concerned about how much it will cost.
Gilmore Services is a family-owned company and we do business the "old-fashioned way". A lot of businesses say that, but we do it. Here’s what we mean by old-fashioned:
Packing your belongings is one of the most time-consuming parts of moving. Whether you’ve just bought a new home or you’re opening a new office, it’s easy to feel overwhelmed and frustrated by the process.
Hurricane season is here. In Florida, those words must be taken seriously. Hurricane preparedness is essential for every business.
Every business in Florida knows the importance of planning for disaster recovery. In recent years, hurricane season has led to significant downtime for local companies. Proper planning is a must.
What should you do with business hard drives you’re no longer using? That’s an important question to ask – and answering it incorrectly can lead to significant risks down the line.
Do you have important paper documents and electronic storage for your company? If you do, then it’s essential to have a disaster recovery system in place to ensure that your documents are protected during a disaster and accessible after the fact.
As more businesses turn to paperless documents and storage, it’s essential to have a plan for managing e-waste. You need to protect your valuable data, but you also need to figure out how to properly dispose of electronics that you’re no longer using.
Do you handle your paper shredding in-house? If you do, you might be wondering if you should be researching paper shredding services as a more secure and efficient alternative.
Do you have a data destruction schedule for your business? Even if you’re not bound by regulations such as HIPAA and FACTA, you still have a responsibility to your clients to protect their information and destroy it properly.
As a business owner, it’s your job to maintain accurate records and destroy them in accordance with regulations. While it might be tempting to simply buy a shredder and do your shredding in-house, there are some reasons that security experts don’t recommend it.
Adhering to HIPAA regulations is a must for all healthcare providers and for any company that handles protected patient information. That means that your document storage, transportation, and destruction must all be HIPAA compliant.
For many companies, it’s important to conduct their business in a way that’s environmentally responsible. It’s part of the reason that Gilmore Services’ document scanning and electronic storage options are popular. They allow organizations to keep their documentation for as long as necessary without printing items unnecessarily.
Documents are important to every business. Whether you’re storing client contracts, printing invoices, or filing your taxes, you need to maintain accurate records and ensure that you and your employees have what you need to make your company a success.
Getting ready to move is exciting, but it can also be quite stressful. Whether you’re moving your home or your office, it’s important to have a plan in place to ensure you don’t forget anything important.
Document storage is not something you can afford to take lightly. Before you partner with a document storage provider to store and safeguard your most important business records, it’s important to ask a few key questions to ensure that the provider you choose has the expertise to protect them.
Once tax season is over, many businesses take the opportunity to review their document retention schedules and destroy hard drives and documents they no longer need. It’s a good time to do it and allows you to ensure that you’re in compliance with regulations and best practices.
Filing taxes is an annual requirement and one that can occupy a lot of time for both individuals and businesses. Once your taxes are filed, you might want to relax and forget about them. But, you’ll need to consider what to do with the documents related to your taxes.
Record retention is important for every business. Depending on the industry, enterprises are required to retain a variety of documents in adherence with regulations and destroy them on a schedule. Individuals also need to think about record retention and dispose of personal information properly.
Moving is a time-consuming endeavor. Whether you do the move yourself or hire movers to handle it for you, there are decisions to be made, belongings to be packed, and services to be canceled and arranged.
Anybody who’s been paying attention to the news knows that data breaches have become increasingly common. Data thefts have affected large companies like Target as well as smaller companies around the world.
Every organization that stores health and medical records on behalf of patients must adhere to HIPAA regulations. The regulations specify which records must be stored, which security measures must be taken, and when records must be destroyed.
Destroying a hard drive isn’t as easy as you might think. Even data on a drive that’s been severely damaged can sometimes still be retrieved. That’s a scary thought if your organization needs to destroy data in accordance with HIPAA or FACTA regulations.
HIPAA compliance requires adherence to HIPAA laws regarding the storage and destruction of health records is a must for every provider. HIPAA outlines administrative, physical, and technical safeguards to protect patient information.
Security is important for every organization. It’s common for business to have systems in place to store and destroy their important documents and data according to regulatory requirements. But, even if you’re doing everything right when it comes to document destruction, you might still be leaving yourself at risk in other ways.
Moving important medical records from one point to another is far more involved than moving office furniture and supplies. You have a responsibility to the people whose records you store to keep their personal information secure. You also have a legal obligation under HIPAA to adhere to their privacy and security guidelines.
What goes into destroying a computer hard drive? The truth is that the security of computer hard drive destruction is far more important than you might think. Erasing files can still leave them vulnerable to retrieval. Physically destroying your hard drives provides ultimate protection of your valuable data.
Every company has a responsibility to keep accurate accounts. The Sarbanes-Oxley Act of 2002 dictates specific record-keeping and accounting requirements. Failure to comply with them can lead to legal penalties as well as damage to your reputation.
Are you taking care to properly destroy the hard drives where you store sensitive business information? A surprising number of businesses are not, and it cost them. The average business data breach in the United States costs $7.9 million dollars in lost revenue and eroded trust.
When they are kept too long or stored insecurely, your business documents and media can become more of a liability than an asset. In fact, improper destruction of data is a common mistake and it can be a costly one.
Moving confidential medical records from one location to another can present a real challenge. Any time you move data, you must comply with HIPAA regulations to protect your patients’ privacy. A move represents a potential problem if your data isn’t properly handled and secured at all times.
Document management isn’t just for businesses. We all have important documents that we need for daily life – and that our loved ones will need in the event of our deaths.
Shredding documents is a critical component of compliance with regulations like HIPAA and FACTA. When documents are not properly destroyed, there’s a risk that they might be stolen or reconstructed, thus compromising the privacy and security of your clients.
Companies who collect and store personal medical information on behalf of their clients must adhere to the regulations of the Health Insurance Portability and Accountability Act (HIPAA.) The law is there to protect people from being denied coverage as well as to shield their privacy.
Moving medical records involves far more than simply packing them into boxes and loading them onto a truck. HIPAA regulations require any company that stores and transports personal health information (PHI) to take precautions to ensure that the documents they maintain are protected from unauthorized access, theft, and damage.
Storing business documents is a concern for every company. Without proper storage, you run the risk of misplacing documents or losing them to water damage and other environmental hazards. And, if your company stores financial or health records, improper storage can lead to regulatory infractions.
Dealing with your company’s valuable data requires care and attention. It’s your responsibility to safeguard your clients’ privacy and adhere to any regulations that apply to the storage and destruction of the data you collect.
Hiring a moving company is a big decision. Make the wrong choice, and you might end up with a frustrating experience that includes late arrival and departure times, unpleasant service, and even damaged belongings.
Properly indexing, storing, and destroying documents according to regulations can be a time-consuming task. Many companies struggle to keep up, and yet, the cost of improperly storing and destroying documents can be astronomical.
On October 10, 2018, Hurricane Michael made landfall in Florida. It ultimately proved to be the strongest storm on record in the Panhandle and caused millions of dollars of damages.
How do you back up your valuable business data? Every small business needs to create regular and reliable backups and then store them in a way that protects them.
Document imaging provides businesses with an affordable and effective way to safeguard their essential documents. It can also be an important part of a small business disaster recovery plan.
Every small business owner knows that keeping track of essential documents is a must. In the event of a disaster, your ability to access those documents can help you stay in business even if you can’t get to your office.
Records and Information Management, or RIM as we call it, is an essential part of keeping your valuable business records and data secure. It’s not uncommon for companies to make mistakes when managing their records due to carelessness or inexperience.
Regardless of your industry, data breaches are a serious threat. Your data (and data you store on behalf of your clients) is vulnerable to attack. It’s your job to do whatever you can to protect it.
Planning a move can be stressful and time-consuming. For many people, hiring a moving company is the solution to alleviating some of the stress.
Everybody who lives along the Gulf Coast knows that it pays to be prepared for a weather-related disaster. In recent years, hurricanes have ravaged both southern Florida and the panhandle, destroying buildings and causing extensive flooding.
Managing business records can be a full-time job, especially if your company is required to comply with HIPAA, FACTA, or Sarbanes-Oxley regulations. For that reason, paying for secure business records management may actually save your company time and money.
Storing sensitive documents yourself might seem like a cost-effective and smart thing to do. You won’t need to pay a professional storage service and you’ll always be sure that you know where your documents are. However, document self-storage is not as safe as you might think.
If you’re moving from a house to a condo, you might be wondering what to do with your belongings. Downsizing from a large space to a smaller one may require you to make some difficult decisions about what to keep and what to sell, recycle, or throw away.
All businesses create documents to record customer and client interactions and maintain employee records. While it’s important to store those documents for some time, both government regulations and personal preferences may make it necessary to destroy them.
You swear you saved that .GIF to your hard drive for a reason — you know, that one of the cat playing checkers — but newly refreshed in the New Year you just can’t remember why.
All good things must come to an end, and business information is no exception.
Even if destroying physical and electronic information isn’t at the top of your priority list, that doesn’t mean it isn’t important. Destruction is a crucial part of the information lifecycle, which protects against fraud, identity theft and ensures security of business and client interests.
Whether your files are in unorganized disarray — crammed into the storage closet for “safekeeping” — or you actually face the threat of legal penalties, there’s no better time than now to do some document housekeeping. The new year is around the corner, so why not make document storage and compliance your company’s 2018 resolution?
Why partner with a shredding company when you can just buy a shredder yourself? I mean, document destruction is as easy as grabbing some files, putting them through the shredder and calling it day, right? Well, not exactly.
So you need to move your office but don’t know where to start. No problem! That’s where I come in — I am the moving boxes you need for your next office move. Moving is often a painstaking and time consuming process, but it doesn’t have to be.
I’ve got a few tips to streamline your Pensacola move and make the process as painless as possible for you (and me).
As most of us know from first-hand experience, moving can be one of the most stressful experiences in life. In fact, moving is high on the list of stressors next to divorce, death of a loved one and job loss. There are many reasons we move to a new home, like a new job, a nicer or bigger home to be closer to loved ones, or even out of necessity from a natural disaster. Whether you’re moving across town or across country, the anticipation of planning, packing, and the disruption of your routine is enough to make anyone feel stressed.
As your business grows, a filing cabinet is often not enough to contain all of your important records. Threats like theft, prying eyes and environmental dangers like mold or water damage can seriously harm your important documents and put your business at risk.
Packing a storeroom with boxes or renting a storage unit may seem like an easy fix, but is it the best way to keep your important records, and business, safe?
When it comes to the safety of business documents you should hope for the best but plan for the worst. This is especially true if you live in an area prone to natural disasters. A backup plan is a must to protect documents and avoid compromising sensitive information.
For some, document management might seem like a luxury and not a need. You might wonder the reason for seeking records management services when organizing, storing and disposing of documents could take place in-house. To answer this question, business owners don’t have to look much farther than a colleague's cluttered storage closet, or, even worse, their own disarray of boxes and loose papers.
Document storage might not be the most exciting part of your job as an office manager, but that doesn’t mean it’s not vital to your company’s operations. Privacy, security, and compliance are all at stake when you decide where and how to store company documents.
The adoption of computer and mobile technology has revolutionized the delivery of medical care over the last two decades. While new technology helps caregivers and medical administrators operate more efficiently than ever before, it also increases security and privacy risks.
As a business owner or facility manager, you probably associate the concept of “bigger and better” with the idea of moving your business to a new location. But sometimes, even for companies that are doing just fine financially, opting for a smaller location offers even more benefits as far as streamlining, simplifying, and cutting operating costs.
Whether you’re moving into your family’s dream home, downsizing, or relocating your growing business, across the country or just across town, moving is both exciting and stressful. With the right preparation and professional help, it can be a wonderful experience. But some common mishaps can make an already difficult experience even worse.
As a small business owner or office manager, you take security seriously. Following a retention schedule and destroying documents when the time is right are just two ways you can protect your business and your customers from identity theft and other crimes. But, these steps are also critical to remaining compliant with federal, state, and local laws.
Believe it or not, the third quarter is around the corner. As a business owner or manager, now’s the time to finalize your business plan for the quarter so you can work toward meeting your financial goals in the second half of the year. That could mean ramping up your marketing efforts, making any necessary cuts, or increasing process efficiency.
When it comes to office organization and processes, sometimes it’s smarter to trust the experts. Sure, you could handle your own document storage and compliance responsibilities, but it’s often inefficient and, ultimately, costly.
The rapid development of technology means the road to obsolescence is shorter than ever. While many businesses wait for computers to break down before replacing them, that’s not always the most efficient policy. Once computers start to slow down, productivity and employee morale begin to suffer.
You’ve probably heard of this compliance regulation before, but do you really know what it means? Sarbanes-Oxley Act compliance is a critical step in the accounting and auditing processes of public companies.
However, some of the Act’s provisions also apply to private companies. Even accidently destroying documents required under the act can lead to repercussions, so every business needs to take steps to ensure proper compliance.
If you spent the winter debating whether or not it’s time to move, spring is the season to get serious. Before you know it, you’ll be dedicating your weekends to driving around the area’s most desirable neighborhoods in search of your next home.
If your company is committed to adopting modern records management trends, it’s time to convert some of your paper documents to digital files. Doing so is not only environmentally conscious but this simple process can save money and improve your reputation with clients.
Whether you operate a small, single-physician family practice or are an administrator in a large hospital, records management is one of your primary responsibilities. Efficient records management is critical, not only for day-to-day operations but—most critically—for patient confidentiality and compliance with federal mandates like HIPAA.
If you’ve decided to implement a more strategic records management plan this year, you’ve taken a big step toward increasing efficiency and security for your organization.
However, when many companies decide to enhance their records management, they may do so piecemeal, with different personnel managing different parts of the plan. This strategy often leads to inconsistencies and can negate many of the benefits a records management plan can provide.
Moving season is upon us. Whether you’re planning your first move or your fifth, you probably have plenty of questions about how to approach the process.
You can save yourself a lot of headache with a little inside knowledge. That’s why we called Kathy Justice, broker associate at Main Street Properties in Perdido Key, Florida. Kathy is the leading real estate expert in Perdido Key, where her market knowledge, enthusiasm and exceptional customer service skills saw her named the top volume sales agent from 2007 to 2014 and the top condo volume sales agent in all of Pensacola in 2014.
As an office manager, you have a lot on your plate: preparing payroll, developing and enforcing office policies, returning emails, ordering supplies, assisting with recruiting, and more.
One key responsibility that shouldn’t be overlooked is filing and storage. You need to store your company’s records properly to ensure compliance, efficiency and security.
When compared to in-house shredding, secure document destruction saves money, increases security and enhances internal workflows.
Spring, what a wonderful time of year. The birds are chirping, the flowers are blooming and the sun’s shining just a little bit brighter. But the season isn’t all rainbows and butterflies. It’s also the time of year when many successful businesses start cleaning up the office.
Spring is around the corner and with it comes the start of moving season. It’s the time of year when there’s a moving truck coming or going on your block every week.
In today’s highly regulated business environment, responsible business owners need to carefully manage and monitor who handles important business documents and when. If your records management plan includes offsite or digital document storage, a specific process, known as the “chain of custody,” needs to be a key part of your security considerations.
Storing business documents on “the cloud” has become an increasingly popular -- and critical -- way for companies to ensure comprehensive access to and security over their files. While cloud storage has come under criticism in some circles for its perceived vulnerability to hacking, the cloud is, in fact, one of the most secure ways to store your documents, especially if you work with a reputable storage partner.
As a business owner or manager, knowing the location and security of important business records should be a top priority. Not knowing where and how your critical documents are stored risks identity theft, compliance fines and damage to your company’s reputation.
As you and your organization enter 2017, is your record management plan starting to feel like Groundhog Day - just the same old routine over and over again with no thought?
Protecting your business’s data is critical to the continued health of your company. Financial and employee records, and other proprietary data stored on hard drives needs to be protected whether that data has reached the end of its lifecycle or not.
As a responsible business owner, you likely already know that certified document destruction offers a cost-effective and convenient solution for ensuring compliance with document disposal regulatory guidelines. It can also save you money by enhancing security and maximizing your employees’ time.
If you partner with a moving company for your home or office relocation, you entrust that company with valuable, sometimes irreplaceable, parts of your life. Photographs, antiques, jewelry, electronics and digital data represent just a few of the items a moving company might be asked to carefully package and move on your behalf.
Identity theft is a common concern for both businesses and consumers, and not without reason. A recent study found that $15 billion was stolen from 13.1 million U.S. consumers in 2015. In the past six years, identity thieves have stolen $112 billion.
The New Year is a great time for your business to look ahead and put in place needed changes in key areas, including records management. While the implementation of new processes can be confusing and unorganized, it doesn’t need to be, and improved processes can ultimately benefit your business in the long run.
Whether you are relocating down the street or across the country, moving is often a stressful and time-consuming process. From preparing your family and friends to selecting the right moving company, planning for a move starts well before the packing and transportation begins.
Hard drives hold your business’s most valuable information, including proprietary data, financial statements and employee records. While the use of hard drives are widely prevalent and often necessary, the value of this information can create a problematic scenario when it comes time to upgrade your company’s hardware and increase technological efficiency.
Unfortunately, you can’t simply throw a hard drive in the trash at the end of its useful life and hope the information it contains will remain safe.
Going “paperless” is increasingly viewed as a key sign of a modern business. However, it’s not always in a company’s best interest to cut paper entirely out of record-keeping and other processes. Instead, it often makes more sense to simply cut back on paper use and begin the transition to paperless records management with digital files.
Modern companies understand the importance of reliable document scanning and digital conversion of records for remote access capability and information backup. They also realize that managing physical document storage in-house can tax even the most resource-rich businesses.
Handling your shredding needs in the office with a consumer-grade shredder might seem like a cost-effective and time-efficient way to destroy your company’s confidential documents, but your business might not save as much money and time as you think. In-house shredding can waste valuable employee time, increases the potential for mistakes and even poses security risks.
As your business grows, managing documents in-house becomes a time- and resource-consuming task. Growth means increased responsibility across business verticals and with that increased responsibility comes a reduced capacity to internally manage the storage of your documents.
When considering document storage solutions, many businesses disregard professional third-party options over cost concerns. Storing documents in house or in a self-storage unit is often viewed as a cost-effective alternative to professional solutions.
Many would agree that moving is one of the more stressful things in life. Sorting through all your worldly items, packing them in boxes, transporting them — and yourself — to a completely new place is hard work. Add in the additional stressor of choosing a reliable moving company to handle a lot of that labor for you, and the stress can easily turn into anxiety.
Putting an effective records management solution in place takes time, organization, and commitment. A solid record keeping procedure can help keep your company compliant, enable more streamlined access to information, and protect sensitive information over time. The anatomy of a successful records management plan includes things like:
When it comes to records management, compliance is a critical element of success. Generally, compliance has to do with adhering to regulations set forth by a certain industry or governing body such as maintaining confidentiality, updating documents on a schedule, and destroying documents when the time is right.
Keeping business operations streamlined and running smoothly is a key goal for many business owners. After all, as your business grows, so too do clients, responsibilities, and business documents.
Business documents may include the paper documents you house on-site, or the electronic records you keep for each new customer. Managing records is a necessary aspect of many businesses, but keeping them organized and secure over time can present an unforeseen challenge for many business owners and administrative professionals.
The world today is practically overflowing with information. From mailed publications and credit card offers to emails and digital data, document and information management can be overwhelming.
That said, it’s all the more reason why records management professionals need to prioritize document storage strategies. After all, while you may have tried "winging it" with document storage in the past, that just won’t cut it any more.
Records management professionals know that in order to solidify an effective records management solution, they need a bulletproof plan in place. And while organization is already a key tenet of your day-to-day, there’s more to a records management plan than meets the eye.
When you hear the word “destruction,” you may automatically think the worst. After all, you spend your days working to protect your important documents — not destroy them.
As an office manager, administrative professional, or record keeper, we know it’s your goal to stay organized and keep proper records in everything you do. It can be challenging to manage all your business files, especially with new financial contracts, patient information, or legal updates coming in all the time.
If your company has been in business for a while, then you know that it’s essential to have a solid records management plan in place. After all, bringing on more customers, patients, or clients usually means more paperwork, and it’s important to make sure you’re managing all your information efficiently.
The time has come to move your business. Perhaps your company has been so successful that it has outgrown your current space, or maybe it’s downsizing to a space better suited for a nimble team.
Another reason could be that the founder seeks greater business opportunities in a different state, and has decided to transplant the headquarters entirely. Or maybe it’s just a matter of chasing better rent or real estate prices.
Business owners, office managers, and administrative professionals know that as a business grows, so do the business records. As a company brings on more business, secures more clients, and serves a greater community, the essential paperwork can literally begin to pile up—from medical records to financial documents and anything in between.
Many companies may know they need document shredding services. After all, with identity theft statistics on the rise, you’ve likely already begun to devise a confidential document destruction plan in order to keep your client and patient information — as well as your company’s reputation — protected.
In the modern business world, information is always growing. This makes it challenging to keep up with proper records management and document storage requirements. What’s more, laws and regulations requiring that records be kept for a certain amount of time before being destroyed can add to the confusion of how to properly handle certain sensitive documents.
And of course, storing boxes of paper documents in warehouses or paying commercial rental prices to store them can be particularly frustrating.
In many businesses, storing sensitive documents, and destroying them appropriately, is an essential aspect of the record management process. It’s important to know how long your documents need to be stored and when they need to be destroyed in order to remain compliant with federal regulations and industry standards.
It can be challenging to stay on schedule and keep a consistent process in place, especially in situations where new information is developing all the time.
When you throw something away in a dumpster, chances are that you don’t stop to wonder if that trash could eventually fall into the wrong hands. But whether it’s a banana peel or old business records, just tossing something in the trash isn’t as secure as you think.
When people think about identity theft, they might think it’s something that only happens in spy movies, or something that only affects the most unlucky, irresponsible among us. In fact, your first thought might be, “it can never happen to me.”
If your company needs to shred a piece of paper for data security purposes, it’s as easy as running it through a personal paper shredder, right? Not necessarily.
While some businesses may be able to get by with a personal paper shredder and a few dedicated employees to shred documents here and there, your business may need something more reliable.
After all, when the amount of paper begins to build, or sensitive information is at stake, shredding in-house can go from convenient to complicated in no time.
If you’ve ever had to move to a new home, then you know it can be a big job. No matter the final destination, packing up your personal belongings, putting everything in boxes, moving everything out, and transporting your items to a new home can be exhilarating—but it can also be stressful, time-consuming, and just plain hard work.
If your company regularly deals with sensitive information, then you know the importance of secure document storage. This is especially true when official business paperwork or private patient records need to be stored for several years in order to align with document compliance standards.
If you’re thinking about partnering with a records management company, it’s a good idea to learn how the company operates and what exactly it can do for your business. After all, you’ll be relying on that company to handle, store, and securely dispose of your company’s sensitive physical or digital documents, so you’ll want to know what the company does and how it can help.
Have you ever wondered what a records management company actually does in a typical day? Here’s a hypothetical “day in the life” to help you learn just what can be accomplished in eight hours.
Businesses that experience new growth and development will eventually need to hire more employees in order to sustain an advanced workload. More business typically indicates more customers, paperwork, and ultimately the generation of more revenue.
Cloud computing is one of the fastest-growing technologies in the world. Yet, as the term becomes more and more common, its meaning remains shrouded in mystery. What is the cloud, and why does it matter to your business?
These days, it seems there is a do-it-yourself option for everything. You can make your own candle holder from a glass bottle, or remodel your own bathroom with a few tips from YouTube.
Juggling ever-changing records management practices can be a challenge, especially when it comes to the digital processes that we have become comfortable with.
While many records managers monitor industry trends, it's important to fully understand each aspect of records management on a detailed level, including the proper methods for destroying hard drives.
There comes a time in every business' lifespan when the need for certain updates is necessary. Whether you own a hotel, restaurant, hospital, or bank, the process of making crucial business changes can be stressful. It comes with the growing pains of running a successful company.
Understanding the often complex details of records management is no easy job. If you handle records management for a business, you know it’s an ever-changing discipline that can be both exciting and frustrating.
There is no one-size-fits-all moving process. For example, the needs of a senior citizen downsizing into a retirement home are drastically different than a high school graduate moving into a college dorm. Different stages in life require specific moving requirements and demands.
There are plenty of situations that can arise in business where proper preparation makes it possible to successfully meet the challenge and overcome it.
Spring is officially here, and at Gilmore Services, that marks the start of a new Shred-a-Thon event to securely and conveniently shred your sensitive information! Gilmore Services is proud to partner with the BBB, WEAR3 and Cat Country 98.7, to offer complimentary shredding services to help our community organize, reduce clutter and protect their identity this season.
There are a thousand different things a business owner or office manager needs to think about every day. While legal document management is extremely important, it’s not something you want to have to worry about among other urgent matters. And it’s certainly not something you can afford to spend hours or days figuring out.
No business wants to lose money. In fact, successful business owners are almost always looking for ways to boost revenue, cut costs, or both.
You wouldn’t entrust just any company to maintenance your car or mortgage your home, would you? More often than not, you’re going to research to confirm that they are licensed and have the proper certifications in place. If they don’t, then the search continues until you find a secure business or a trustworthy partner.
Sometimes it can feel like there is just not enough hours in the day. Imagine having a couple more hours to file away finished projects and help cut down the growing stack of files piling up on your desk.
As an experienced records management company, we offer many tips for protecting your business and your customers through proper records management practices. With identity theft and other privacy concerns constantly in the news and new regulations affecting different industries all the time, every company needs to allocate time and resources for handling business records.
Long gone are the days of strictly handling paper files.
We’ve said it before and we’ll say it again: The world has gone digital!
While a formal records management plan needs to include document destruction at the end of every record’s lifecycle, destroying a business document before it has reached the end of its retention period can be a costly and time-consuming mistake.
I recently finished watching Marvel’s “The Flash” on Netflix. For anyone who doesn't know the basis of the story, it begins with a man-turned-superhero who receives the power of super speed after a freak lightning strike.
It’s crazy to think of a supernatural human who can accomplish tasks in the blink of an eye. Just think, if you had these powers, everyday records management assignments could be completed well before lunch. Imagine all of the time that would be available to channel toward more demanding job responsibilities.
When combining the responsibilities of managing records with a fast-paced work setting, keeping up can be difficult for business owners or office managers.
Hybrid document management plans, where certain records are being stored either physically or electronically, are becoming part of the norm as the role of technology grows in office environments. With more businesses relying on digital document management, it’s important to stay up-to-date on the best ways to maintain electronic records.
Depending on the industry, the possibility of litigation can be a major threat in the back of a business owner's mind, and it’s not always possible to completely avoid difficult legal situations.
With another year almost over, it’s time to make those New Year's resolutions again. We're not talking about your typical personal resolutions, but instead, we mean your business records management resolutions. Methods of handling records are constantly changing to better protect your sensitive information. Now is the time to get serious about records management for your company and know what big movements to look out for in 2016.
Going paperless does not necessarily mean completely eliminating the use of paper. It sounds a bit backwards, right? Instead, document scanning is an option that can allow you to expand the use of individual documents simply by converting them into digital files. Imagine high priority documents that, instead of being passed around, can be easily accessed by a computer.
With technology becoming more prevalent in professional environments, now is the perfect time to understand how to leverage the benefits of document scanning.
2015 is quickly winding down. As you look back over the past year, are you confident that your business records management program was as effective as possible?
If you’re part of a busy medical practice, handling sensitive paper records can be a time-consuming and arduous aspect of the job. Because there's so much paperwork required for every part of the business, from insurance documents, to patient files, to prescription records, to invoicing, and more, keeping up with it all can be a full-time job in and of itself.
It’s hard to believe that the holiday season is already upon us. The leaves are slowly changing color, the autumn air is filled with the scent of pumpkin and pine, and Christmas lights are already beginning to make their debut.
If you’re in charge of records management at a law firm, there's no doubt the role can be demanding, and at times, stressful. After all, who knows better what kind of legal issues can result from poor document management than someone working at a law firm?
Today, office managers are constantly researching the best processes and technologies to better develop and improve business practices. The days of tolerating disorganized and overflowing filing cabinets are over.
And many businesses are moving on from outdated methods of in-house records storage. That's where document scanning comes in as a helpful solution for companies interested in maintaining organized, secure and readily accessible records.
Running a successful business is a lot like juggling. You need to keep a lot of different things in the air at the same time, which means you’re in constant motion. Sometimes, to save the majority of these items, you need to let one or two drop.
If you've ever invested hours into putting together a jigsaw puzzle, then you know or can imagine the frustration that comes from finding that a piece is missing.
Not only does it leave a glaring hole in the finished product, but it prevents you from seeing the full picture and it robs you of the satisfaction that comes from finishing the job right.
It should come as no surprise how quickly paper accumulates in an office environment. Businesses handle hard copies of contracts, invoices, billing, and other sensitive information daily. These documents can be easily accessible in-house in a conveniently located filing cabinet. But the reality of storing every single document at one location is nearly impossible.
As business owners, records managers, or the people fostering startups, there can be a lot on your plate to keep track of every detail that might affect your business. Something has to give. When it comes to records management, it can be a complicated issue. When government regulations come into the mix, the waters get even muddier. Most business professionals don’t have time to stop and worry about it.