According to experts,document destruction in New York is one of the most important steps to prevent identity theft. There are a multitude of sensitive business documents, such as financial information, trade secrets, employee lists and payroll information, and customer lists that can be used by criminals to compromise the security of a business. Further business must safeguard the personal identifiable information of their customers, such as social security numbers, dates of birth, and credit card information. Using a professional document destruction company can assure the job is done thoroughly and avoids the inconvenience of in-house removal.
Businesses and organizations in New York must be extra vigilant to protect data covered under the recently passed New York Social Security Number Protection Law, and federal regulations under HIPAA, FACTA and the Gramm-Leach-Bliley Act’s Privacy and Safeguard Rules.
Identity thieves can use information from important papers, cancelled checks and old invoices to apply for new credit cards using the name of the business or the consumer. It is as simple as going through the trash and finding the information By using the company or consumer name and the critical information, criminals apply for credit. And that is why it is vital to have documents destroyed in New York professionally. And when it comes to the theft of consumer information, the company can be liable for significant civil, and in some cases, criminal penalties.In addition to these monetary losses, a businesses reputation may be tarnished
Statistics and concern about identity theft and security is so high, that the FTC issued the Fair and Accurate Credit Transaction Act (FACTA) in 2005. FACTA is a law to protect consumers and businesses from fraud and identity theft by requiring destruction of consumer information before it is disposed. FACTA is enforced, and professional document destruction companies in NY comply with this law.
There are many records management companies in New York today. These companies provide a secure and cost effective method of document destruction in New York through ShredSense.

Grace Enderlein is a freelance writer and editor. “Protecting Identity with Document Destruction in New York” notes the risks involved with not using a professional document destruction company such as Retrievex.com.

 

The Digital Footprint Assessment Helps Organizations Reduce Data Center Costs by Greening IT

Edison, NJ – May 4, 2009: Total Tec Systems, a leading technology solution provider focused on reducing data center costs, has developed a program designed to help companies measure and reduce their digital footprint, while improving productivity and infrastructure resources.

“Greening IT is a hot topic today. Companies looking for relief from increasing costs understand that reducing power consumption in the data center can have a huge impact on reducing costs,” according to Paul Collins, Chief Technology Officer at Total Tec Systems. “The first step in the process is to understand the organization’s digital footprint.”

An organization’s digital footprint includes servers, storage and peripherals, multiple media, space and power required by the data center and remote locations, among other considerations. Total Tec’s proprietary Digital Footprint Assessment gives an organization clear visibility into alternatives and savings potential within the data center infrastructure.

“The size of the digital footprint and how it is structured and managed ultimately affects costs associated with day-to-day operations,” says Collins. “Understanding how to measure and then reduce the digital footprint enables companies to use existing infrastructure more effectively, quickly adopt new technologies, and will have a positive impact on the environment.”

About Total Tec

Total Tec's practices are fundamentally based on the premise that the solution is a means to enhance our client's business goals in a continuously evolving environment. We understand business requirements and provide solutions that are expandable, flexible, stable, manageable and secure. Our portfolio of solutions spans several technologies both at the hardware and software level. We adopt these technologies by carefully researching competing products and selecting partners that are technologically advanced and well established. For more information visit us at www.totaltec.com or call us at 800-634-2588.

Press Contact:

Larry Holzenthaler

Executive Vice President of Sales and Marketing

2 Gourmet Lane Edison

New Jersey, 08837

800-634-2588

www.totaltec.com

koolsatya007@gmail.com

Currently, about 8% of the nation’s hospitals use electronic medical records management and 17% of physicians Although growth has been slow due to the high initial cost, trends are shifting to computer based medical records management systems. The number of users is increasing, because it has been proven that having an electronic medical records system in place improves patient care. Transitioning to electronic medical records can be done cost effectively by minimizing the high initial investment.


When transitioning to an electronic medical records management system cost effectively, it is suggested that a medical facility divide their on site records. There should be two groups: patients who need to be seen with follow up appointments within the next six to twelve months, and discharged patients who will not require follow up appointments. Since it is estimated that the cost to covert to a digital image is $15.00 to $20.00 per patient chart, the most cost effective transition plan is to convert the group that will be seen in the next six to twelve months to electronic files.


The discharged patients’ files that will not be seen again should be stored. A box of patient charts can be stored at an approximate cost of $3.00 per year vs the cost to convert an individual patient chart to image of $15.00 to $20.00. These less active patient charts should be converted to image more selectively, upon demand. When they are being converted to image, the chart should be reviewed and be discriminatingly converted in case some of the information is not necessary. These medical records management solutions will ease the investment, and allow for a well-organized transition to the use of digital records.


There are many records Management Company available today with experienced with the unique challenges of medical records management. They are familiar with the confidentiality and compliance rules for medical records, and can enhance the productivity and cost efficiency for a hospital or medical practice.

Keeping your stored business records accessible and organized is a necessity for efficient business processes. If records management is not done competently, it leaves your company vulnerable to risk and decreased productivity. A business needs to have a records management solution that has records controlled with an easily updated online system and tracking capabilities. Good communication with a professional vendor also adds to successful records management solutions.

There are recommendations on how to keep records inventory healthy including using an online, updateable inventory management system, and creating a retention schedule that can be controlled by the system. The schedule is used for the management of on site and off site records. Records should be moved and disposed of according to the schedule, and keeping the records management system structured is mandatory for the system to work. The retention schedule can be automatically calculated to assure compliance with regulatory mandates.

The on site and off site inventory should be checked periodically online. If boxes are currently in stock, find out where they were last tracked to allow for search capabilities of every box and file in the system. Tracking the movement of every box is important to the safety and proper storage of your records, and the location information should also be accessible to you, the client. Verification of destroyed records is the next step in your inventory check.

Your records storage management vendor should actively improve their records management system. Choose a professional vendor with online custom systems available that can be managed from your desktop. Having electronic access also has the convenience for the user to order storage supplies and arrange for delivery and pick up from the vendor. There must be active participation during the process with your vendor, and it is important to read contracts and communications from the vendor in reference to services and fees.

There are many companies providing records management, office records storage, document destruction, and paper shredding, data back up, and media storage. They offer Recordslink, which is a comprehensive, customized web technology allowing the management of records storage from a desktop.

With increasing regulatory requirements, medical records storage becomes even more complex. HIPAA (Health Information Portability and Accountability Act) requires that health organizations’ medical records storage be compliant and protect against loss due to disasters like fire, flood, viruses and human error. With stringent fines, high penalties and even possible imprisonment this should be the time to review your disaster recovery plan for your medical records storage.

Medical Records Storage Tools to Maintain Compliance with HIPAA Standards

• User Authentication – Private password authentication only to you
• Limited Users- Limit users to access only information they have authority to
• Encryption of Data – Any transmission of data must be protected by a system of encryption
• Offsite Medical Records Storage – So that it is not lost to disaster that caused loss of primary data
• Secure Facilities – Make sure medical records storage provides monitored sites, employee screenings, and secure transportation
• Transmission Reports – Real-time reporting tracing the movement of medical data
• Quality Control – Dedicated systems and staffs providing customized medical record storage reporting and customer support.

Advantages of Compliant Medical Records Storage

• User friendly interface for end users who have access to medical records storage
• Fast recovery means no interruption to business after disaster
• Automated solutions increases productivity
• Long term cost savings
• Reliable and secure data protection for medical records storage

With the rise of electronic records, digital x-rays, and sonogram recordings come the increased need for secure medical records storage. Recent identity theft underlines the importance of proper data storage. HIPAA compliance is your safeguard to ensure that your medical records storage and disaster recovery plan is failsafe.

Linda Dunkelberger is a freelance writer and editor working for Retrievex.com. Retrievex specializes in customized records management solutions, delivered through systems designed for optimum quality and efficiency. The article “What is needed for Compliant Medical Record Storage” outlines tools and advantages to your medical records storage needs.

In these times of economic stress and uncertainty, with companies looking for ways to reduce expenses, perhaps it is time to review your existing Records Management Agreement and the price increases reflected in their most recent rate schedule.

You will likely find:

1. Your rates can increase at any time with only 30 days notice and no maximum increase is specified. In fact you may find that your rates have been increasing more frequently than once a year and by more than the industry average of 3%.
2. The cost to permanently withdraw your stored material will most certainly increase and historically it has been increasing disproportionately to the amount of increase in other rates. This is intended to make it more difficult for you to move your stored material to another vendor who is offering a less expensive alternative with better systems and improved customer service.
3. New rates, such as a $25.00 monthly administrative fee, have been introduced in the past and who is to say that new rates will not be introduced in the future. That’s $300.00 a year in additional expense. And this is on top of a minimum monthly storage invoice and a minimum service order charge.
4. Many customers have seen charges for unauthorized work - such as re-boxing of stored material - appear on their invoices. And you may find it odd that your vendor charges you to provide the detail supporting their invoice.

What You Can Do to Save Money on Records Management

Since it is unlikely that your incumbent vendor is going to be willing to address any concerns you may raise about these increases or changes, unless you make a decision now to change vendors, you have little choice (and even less choice in the future as your incumbent vendor continues to increase their “hostage fees”) but to accept these increases and changes.

There are many reputable and more specialized records management companies that can reduce costs by an average of 20% to 30% immediately while offering you protection from indiscriminate price increases.

Records Management

Natural disasters, litigation, and computer failure are a few of the reasons to have records storage procedures done professionally to prevent mistakes. A records management service organizes, classifies, archives, preserves, and purges physical files and electronic information. A records management service stores documents and data safely, allows for their access, provides specialized storage, and can destroy them properly when they are no longer needed.

If a company stores and manages their records in house, it is expensive and not secure for information, and mistakes can be made. Paper records, including highly confidential documents, need to be managed, organized, and stored securely off site. Some businesses choose a self storage facility for off site storage. This is not a secure place for company history! A records management service uses alarm systems to safely keep records in a facility that also protects from fire, rodents, and other risks.

Keep Records Accessible

Information sometimes needs to be retrieved by companies immediately, and it needs to be accessible. Not only does a records management service get the physical files off site to avoid taking up valuable space, but their system allows for access to specific information when needed. Having access to needed information helps protect a company legally, helps meet compliance with regulatory obligations, and increases efficiency.

Data Backup

The amount of data that needs to be digitally stored is overwhelming for a business. This data needs to be backed up and stored consistently while also allowing for easy access. A records management service can facilitate the data back up and safely store it, and allow for easy recovery.

A records management service offers off site and highly secure storage of media. Sometimes specialized storage of items is needed for things such as tapes, discs and CD ROMs, and a records management company has the facilities to store them appropriately. The information is not only safeguarded, but it is easily recovered.

Privacy, data protection, and identity theft are important current issues for records management, so paper shredding and document destruction are crucial for protecting your company from making mistakes. Not only criminals could be looking through trash or unsecured storage for confidential information, but competitors and the news media. The information should be destroyed thoroughly so confidentiality is not compromised.

Grace Enderline is a freelance writer working with Retrievex. Retrievex offers records storage, data backup, document destruction, and media storage services securing documents preventing costly mistakes.