“Why Records Management?

”

A Presentation byNick Graham, CSDS

Paper growthThe average office worker uses 10,000 sheets paper each year. That’s 4 million tons of paper used annually.

Office workers generate approximately 2 lbs. of paper every day.

Lost??At any given time, between 3-5% of an organization’s files are lost or misplaced. The average cost of recreating a document is $180.

Information Week

Lost timeManagers spend an

average of 4 weeks a year searching for or waiting on misfiled, mislabeled, untracked, or “lost” files.

Cuadra Associates

Identity Theft47% of small business aren't worried about a security breach…but they should be!

Small-medium sized businesses

are most likely to be targeted.

Few owners have time to dedicated to information security

36% of companies have no protocol for storing & disposing of information

Once a document is created you need to have a policy in place for its storage/destruction once its not needed.

Retention & Privacy LawsLaws that require “proper” disposal

HIPPA & HITECH

Gramm-Leach-Bliley Act

Fair and Accurate Credit Transactions Act

(FACTA) first law that required destruction

Texas Business and Commerce Code Chapter 35

Requires ALL businesses to develop retention & disposal procedures

Fines up to $500 per page per violation

Under the ID Theft Enforcement Act it can raise that fine to $50,000 per page

Stick to retention guide lines

Average Data Breach Costs

$5.5 million in lost revenue

Retention & Privacy LawsHIPAA & Business Associate Agreements

Business associate- a person or business that is not part of your company that comes in contact with PHI.

Shredding companies

Electronic Medical Record providers

Collection Companies

IT support companies

Independent transcriptionist

Lawyers who see patient data

Regulatory agencies , and more.

A BAA is required to be in place for all of these. Either you have to provide it or they have to provide it.

Compliance needs to be a business strategy because your risks grow every day.

BA’s have until September 2013 to comply

Retention & Privacy LawsThe Texas Attorney General's identity-protecting dumpster divers aren't fussy about where they fish for evidence of Texas businesses breaking identity-protection laws.

Business right here in this town have dumped sensitive material right in the trash for all to see!

*Safest thing to do is have a Shred All Policy *

Inactive files 98% of all

information has no retrieval content after a period of one year, yet the average retention requirement is seven years.

Cost

A Cooper & Lybrand study showed that records and information systems often represent half of the total cost of doing business, and the average office makes 19 copies of each document.

Scanning/Imaging has increased the demand for paper. Not decreased it!

SolutionsThe federal government found that one cubic foot of records could be stored in a Records Center for $1.59 annually, while that same cubic foot cost $23.10 to maintain in typical office space and equipment.

VIDEO

False Sense of Security

http://www.youtube.com/watch?v=XOO-QaOfTwM

Establishes standards for the secure destruction process

Areas of inspection:

Operational Security

Employee Hiring and Screening

Destruction process

Responsible disposal

Insurance

Random audits at any time!

Fines/Loss of Certification

What is AAA Certified

CSDS Accreditation is awarded to individuals who demonstrate a high level of understanding & competency on issues pertinent to secure data destruction.

Data protection legislation

Destruction Operations

Physical security principles

Records management principals

Risk management principles

Ethics and NAID Complaint Resolution Process

Certification processes

Certified Secure Destruction Specialist/CSDS

What is the value you should get with your provider?Compliance

Can they train your staff?

Drug testing

Criminal back ground checks

Open book to their policy/procedures

Financial Privacy

Trade Secret Safety

Security

100% Recycled

Reputation

Community involvement

AAA Certification

CSDS

Remember you get what you pay for!

Cost