Gilmore Blog https://www.gilmoreservices.com/blog/topic/records-storage

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.

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).

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.

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.

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.

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.

Shredding documents and then recycling them doesn't really help the environment when you can't send those documents to a recycling facility that handles tiny pieces of paper. When you shred paper, it shortens the fibers and makes the paper just about useless. However, because we at Gilmore have so many documents – bales of them every day – we send the shredded documents to a special recycling plant that is able to use these tiny pieces of paper to make other products.

People are often at one end of the spectrum or another – they either keep tax records forever or throw them away as soon as they do their taxes. If you're in the former category, it's time to go through all of those old records and shred those you don't need to keep. If you're in the latter category, you need to keep your tax record for up to seven years.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.  

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.

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.

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 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.

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.

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.