The Importance of Regular Document Purging

Before we dive into finding your perfect shredding routine, let’s talk about why it’s important to shred regularly. First of all, shredding helps prevent identity theft and data breaches. In the digital age, safeguarding sensitive documents that are no longer needed is crucial. Shredding not only helps protect your business information but can also protect your business’ reputation. In fact, according to a 2023 survey by Vercara, 66% of consumers would not trust a company after a data breach. 

Shredding your documents regularly is important to comply with legal requirements like HIPAA and FACTA. It also helps keep your workspace organized and efficient, reduce stress, and stay focused. Keeping a consistent schedule also helps ensure that no important document is overlooked or misplaced.

Determining Your Shredding Schedule

When it comes to setting a shredding schedule, there isn’t a one-size-fits-all answer. It depends on what your business needs—be it weekly, monthly, quarterly, or even annual shredding. Here are seven questions to help you decide:

What kind of information are you dealing with?

If your business handles a lot of sensitive information, more frequent shredding might be necessary. On the other hand, if your documents contain mostly general business information, a quarterly shredding schedule might suffice.

What are the legal requirements for your industry?

Some industries have specific regulations for document retention and destruction, such as healthcare and financial services. It’s crucial to know these guidelines and adjust your shredding schedule accordingly.

How much physical space do you have?

If your office is running out of space, it’s a sign that you may need to shred more often. Maintaining an organized workspace reduces the risk of misplaced documents and potential breaches.

How much can your budget allow?

Hiring a professional shredding service can be cost-effective in the long run, but if your budget is tight, you may need to opt for a less frequent shredding schedule. Just remember that the cost of a data breach far outweighs the cost of regular document purging. Not to mention, running an office shredder can cost over $100 per month when you factor in employee wages, benefits, depreciation, and maintenance costs. Plus, professional paper shredding saves valuable employee time and boosts productivity for better revenue generation.

Are there any upcoming events or changes in your business?

If you’re planning to move your business to a new location or downsize anytime soon, make sure you shred any documents you don’t need beforehand. This is also a great opportunity to reevaluate your shredding routine and make any necessary changes.

How much paper does your business generate?

If you produce a lot of paper waste, you might need to shred more often. It depends on factors like how big your business is, how many people work there, and how much paper you use. Factor all that in to figure out how often to shred.

Still not sure what fits your business best? Contact the experts at Augusta Data Storage. We can help you determine the right shredding schedule based on your unique business needs.

Ultimately, finding the right shredding schedule for your business takes careful consideration. It’s important to prioritize security and compliance while also considering practicality and budget constraints. Remember that regular document purging not only protects your business but can also improve efficiency and productivity and save you money in the long run.

How Augusta Data Storage Can Help

Augusta Data Storage offers flexible solutions tailored to your business needs and schedule. Whether you opt for pick-up or mobile shredding, we ensure the process is seamless and secure.

We provide secure collection bins for your premises, keeping sensitive documents safe until they’re shredded. We designed our services with your convenience in mind—you fill the bins, and we take care of the rest. For those preferring on-site destruction, our mobile shredding service allows you to witness the shredding process, offering peace of mind that your documents are properly disposed of.

The Process with Augusta Data Storage

Working with us is straightforward. Here’s what to expect:

1. Assessment: We start by talking about your shredding needs so we can come up with a customized shredding plan that fits your unique requirements. We can set up scheduled shredding services on a weekly, bi-weekly, or monthly basis and even provide multiple secure collection containers for your office that we can empty all at once. If you just need an annual or semi-annual record purge, we can do that too.
2. Secure Collection: Our collection team will pick up your confidential documents and take them to our secure facility for shredding. We use locked vehicles equipped with GPS tracking, so you have peace of mind knowing where your sensitive information is at all times. If you prefer, we also offer on-site destruction with our mobile shredding service, and you can watch the shredding process yourself.
3. Shredding Process: When your documents arrive at our shredding facility, we’ll weigh and record your documents before sending them to our high-tech shredder. Our shredders can handle paper, computer hard drives, CDs/DVDs, credit cards, and more.
4. Certificate of Destruction: After your documents are shredded, we provide a Certificate of Destruction as proof that the process was completed securely and in compliance with all regulations.

Trust the Experts at Augusta Data Storage

It’s important to pick the right shredding schedule for your business. It helps with compliance, and security and keeps your workspace organized and efficient. By asking yourself a few questions about your specific needs and understanding your options, you can make an informed decision that best suits your company.

At Augusta Data Storage, we’re committed to providing secure, convenient shredding services that protect your business and its information. Ready to take the next step in protecting your business? Contact Augusta Data Storage today and discover how easy and efficient maintaining your document security can be.

The post How to Determine the Best Shredding Schedule for Your Business appeared first on Augusta Data Storage.

Unfortunately, certain service sectors, such as small consultancies or freelance operations, might think they’re too small to need a formal records management plan. This belief is far from the truth and could lead to big legal and financial risks. We’re here to help you understand why mastering records retention and destruction is crucial for your business.

The Importance of a Comprehensive Records Management Strategy

The shift towards digital record-keeping is undeniable. Many service-based businesses now operate with most of their records stored in digital formats, ranging from emails and payment information to digital contracts and cloud-based databases. This comes with its advantages, like improved accessibility and reduced physical storage needs. But, it’s crucial to understand that just because these records are digital, it doesn’t mean we can skip having a solid plan for managing them.

According to the Association for Intelligent Information Management, businesses of all kinds are gathering data faster than they can secure it, which could lead to legal and compliance headaches. For instance, if your service-based business takes credit cards, the way you store client payments impacts everything from payment card industry (PCI) security to state sales tax and your federal tax return. Incorrect or incomplete record-keeping could result in fines, legal fees, damaged reputation, and customer loss.

Without a good retention plan, there’s a risk of hoarding information, bumping up storage costs, and opening the door to potential data breaches. Having a solid records management strategy helps dodge these issues by making sure only the necessary records are kept for as long as needed and then properly disposed of.

In fact, a 2022 study found that having a records management plan helps boost small—and medium-sized business growth by improving decision-making, efficiency, and effectiveness.

How to Create a Records Retention and Destruction Plan

Now that we’ve established why your business needs a records management strategy, let’s dive into how you can create one.

1. Identify Your Legal Requirements

First things first, it’s crucial to understand your legal obligations surrounding records retention and destruction. Depending on the type of service you offer, your location, and industry regulations, you might have specific record-keeping requirements that need to be followed.

Different service-based businesses have their own set of legal rules when it comes to managing their records. For example:

• Law Firms: Legal practices must adhere to strict confidentiality and privacy laws, preserving client information securely for a period defined by state legislation, and often extend beyond the duration of the client relationship.
• Healthcare Clinics: Governed by HIPAA (Health Insurance Portability and Accountability Act), healthcare providers are required to maintain patient records for a minimum period, usually around six years from the date of last service, although this can vary by state.
• Financial Services: These businesses, including tax preparation services, accounting firms, and investment advisors, are subject to regulations such as the Sarbanes-Oxley Act, which requires them to retain many records for at least seven years.
• Digital Marketing Agencies: While not as heavily regulated as law or healthcare, they still need to ensure compliance with data protection laws like GDPR (for businesses operating or serving clients in Europe) or CCPA in California, which affect how they collect, store, and destroy digital advertising data.

While these examples are a starting point, it’s important to conduct thorough research or seek legal advice to ensure that your business is in compliance with all applicable laws and regulations.

2. Determine Your Record Categories

Once you know the legal requirements, you can start organizing your records into categories. This could include client contracts, financial records, employee information, and any other important documents related to your business operations.

Some records your business needs to take into account in your records management planning might include:

• Client Contracts and Agreements:  These records should be kept for the duration of the contract and any required retention period afterward.
• Financial Records: This includes invoices, receipts, and other financial documents that need to be kept for tax purposes.
• Employee Records: These records include employee contracts, payroll information, performance reviews, and any other documents related to your employees’ time with the company.
• Communications:  Emails, social media messages, and other forms of communication should be retained for a specific period according to legal obligations.
• Digital Data: Any digital data collected or generated by your business, such as customer information or marketing analytics, must be stored securely and deleted when no longer needed.
• IP:  Any intellectual property, such as patents or trademarks, should be retained for as long as necessary to protect your business’s interests.

3. Set Retention Times

Now that you have identified your legal requirements and record categories, it’s time to establish specific retention times for each type of record. A common myth in service-based startups, like IT consulting or creative agencies, is thinking digital records management is automatically secure and meets retention policies. But without correct classification, indexing, and retention plans, digital records can turn into liabilities. 

Your business’s retention policy should be based on legal requirements, industry best practices, and your specific needs. Different records might have different retention times, so it’s essential to review and update your policies regularly. For example, you may need to retain financial records for seven years and client contracts for the duration of the contract and a few additional years.

No matter what types of records your business collects, it’s important to set clear document retention policies to ensure consistency and adherence to legal requirements.

4. Decide on Destruction Methods

Once you’ve determined how long to keep each type of record, you also need to consider how these records will be destroyed at the end of their retention period. Destruction methods should be secure and offer a Certificate of Destruction, which serves as proof that the records have been properly disposed of.

Some common methods of destruction include:

• Shredding: This is a popular method for paper documents. A professional shredding service can do it on-site via a mobile shredding truck or off-site at a secure facility.
• Hard drive destruction: For digital records, it’s essential to securely destroy hard drives and other storage devices to prevent data breaches.
• Digital wiping: This method involves using software to permanently erase data from a digital device, making it impossible to recover.

It’s important to note that simply deleting digital records or throwing away physical documents is not sufficient and can leave your business vulnerable to legal and security risks. It’s best to work with a professional document management company that offers secure destruction services for peace of mind.

At Augusta Data Storage, we specialize in secure document shredding and certified data destruction services to help businesses protect their confidential information and comply with record retention laws.

5. Implement and Train Your Team

With your records management strategy in place, it’s time to implement it across your business operations and train your team on the proper protocols for managing records. This includes educating them on why records management is essential, how it affects the business, and their role in maintaining compliance.

Set Your Business Up for Success with Augusta Data Storage

Effective records retention and destruction isn’t just for large corporations or specific sectors like healthcare and law. Every service-based business, from independent consultants and start-up agencies to salons and cleaning services, needs to keep records management on its radar. Ignoring the need for a solid records management plan is risky and can hurt your business’s credibility and success.

No matter the size or focus of your service-based business, Augusta Data Storage is here to help you craft a comprehensive records management strategy that’s just right for you. We have over 25 years of experience providing secure and reliable document management and destruction services to businesses across the CSRA, and we are the only document destruction provider in the area with NAID AA Certification, meaning we treat your records with the highest level of care and compliance.

Don’t let your business face unnecessary risks—get in touch with us today to protect your operation’s future.

The post Mastering Records Retention and Destruction in Service-Based Businesses appeared first on Augusta Data Storage.

Why Tackle Your Financial Records Now?

First things first, let’s start with the basics: why is it necessary to purge financial records in the first place? For individuals and businesses alike, having too many documents creates clutter and inefficiency. It becomes harder to find important information when it’s buried under piles of unnecessary documents. Plus, holding onto old records can also pose a security risk – the longer you keep sensitive information, the more vulnerable you are to identity theft, tax fraud, and other risks.

And right after tax season is the perfect time to start organizing and purging your financial records. Not only will it give you a fresh start for the new year, but it also allows you to properly dispose of any sensitive information from the previous tax year.

What Records Should You Keep?

Before diving into your records purge, it’s important to know which documents should be kept and which ones can be discarded. The general rule of thumb according to the IRS is to keep any documentation that supports your income, deductions, and credits for at least three years after filing your tax return.

This can include:

• Income records such as W-2s, 1099 forms, and any other income statements
• Business receipts and expense reports
• Mortgage and loan statements
• Investment account statements
• Medical bills and insurance statements
• Charitable contribution receipts

Other common documents to keep include:

1. Tax Returns and Supporting Documents: It’s recommended to keep copies of your tax returns for at least 7 years. In the event of an audit or if you need to file an amended return, having access to these documents can save you time and hassle.
2. Financial Statements: Keep financial statements, including income statements and balance sheets, for a minimum of three years.
3. Employee Financial Records: Safeguard employee records, including payroll information and tax forms, for at least seven years, according to applicable labor laws.
4. Receipts and Expense Reports: Retain receipts and expense reports for business-related transactions for a minimum of three years.

What Records Should You Purge?

Now that you know which records to keep, it’s time to determine which ones can be purged. It’s important to dispose of these documents properly to avoid any potential security breaches. Experts recommend shredding most non-tax financial documents within 30-45 days. 

Here are some common documents that can be safely discarded after the recommended retention period:

• Utility bills (within 30-45 days)
• Bank and credit card statements (after one year)
• Pay stubs (after one year)
• Receipts (within 30-45 days, unless for tax purposes)  
• Deposit and withdrawal records (within 30-45 days)

Time-Saving Tips for a Large-Scale Records Purge

Purging financial records can seem like a daunting task, especially if you have years of documents to sift through. Here are some tips to help make the process more manageable:

• Sort through your documents in batches, starting with the oldest ones first. Before diving into the purge, organize your financial records into categories based on their retention periods. For anything you’re unsure of, double-check with the IRS or a financial advisor.
• Label records for disposal. As you sort through your documents, label any that can be safely discarded after the recommended retention period. This will make it easier to keep track of which documents are ready for disposal, and to avoid accidentally shredding important information.
• Use a professional document destruction service. For large-scale purges, it’s smart to use professional shredding services. This ensures your sensitive information is disposed of securely and with confidence. Augusta Data Storage offers convenient drop-off bulk shredding purge services for the secure disposal of confidential financial records, ideal for your post-tax purging requirements.
• Prepare your documents. Before the purge, inspect your records for items such as 3-ring binders, binder clips, and other items that can’t be shredded. Staples, small prongs, and paper clips are acceptable for professional shredders like Augusta Data Storage.
• Keep your future records organized. To avoid another massive purge in the future, establish a system for organizing new financial records as they come. For business documentation, consider digitizing records through Augusta Data Storage’s bulk document scanning for secure and easy archiving and retrieval.

Turn to Augusta Data Storage for Your Post-Tax Purge Needs

Organizing and purging your post-tax financial records can be time-consuming, but it’s an essential task for maintaining a clutter-free and secure home or office. With the help of professional shredding services from Augusta Data Storage, you can safely dispose of outdated documents while protecting your sensitive information.

We offer convenient drop-off shredding services, guaranteeing secure destruction of your documents. Our team treats every document with utmost care, providing the same level of attention and security as we do for large businesses across the CSRA.

Ready to secure your personal information and declutter your space? Contact Augusta Data Storage today for hassle-free document shredding.

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If you’re a business wanting to safeguard your data, scheduled shredding services offer a proactive and secure solution to protect your company’s confidential documents. Let’s dive into how a systematic approach to document destruction can minimize the risk of breaches and strengthen your commitment to privacy and compliance.

The Benefits of Secure Shredding Services

There are many benefits to utilizing scheduled shredding services for your business. Besides the obvious advantage of reducing identity theft risk, there are other valuable advantages to consider:

Compliance with Regulations

Depending on your industry, there may be specific regulations and standards that require you to securely destroy certain types of information, like HIPPA, GDPR, and the FTCA. 

Scheduled shredding services can help ensure your organization stays compliant and avoids hefty fines. When you work with a certified and compliant service provider,  you can have peace of mind knowing your documents are being handled with the utmost care and security.

Convenience

Scheduled shredding services provide a convenient solution to protecting your information. With on-site or off-site options, you can schedule regular pickups of confidential documents and have them securely destroyed without disrupting your day-to-day operations.

Cost Savings

Investing in a trustworthy outsourced shredding service might seem like an extra expense, but it actually saves you money in the long run. According to Security Magazine, running an office shredder can cost over $100 per month when you factor in employee wages, benefits, depreciation, and maintenance costs. Plus, professional paper shredding saves valuable employee time and boosts productivity for better revenue generation.

Secure Collection Bins

Scheduled shredding service providers like Augusta Data Storage often provide secure collection bins for your business to store confidential documents in between pickups. These locked bins ensure the safety of sensitive information, reducing the risk of data breaches and theft.

Environmentally Friendly

Shredded paper can be recycled and reused, making it a more sustainable option compared to disposing of whole documents in landfills. At Augusta Data Storage, all paper pulp is recycled and repurposed by GP Harmon, contributing to a greener planet.

What Does Scheduled Shredding Protect?

A secure shredding service doesn’t just protect your data, it protects your business — and your bottom line.

Your Business

By scheduling a shredding service, you can avoid a tarnished reputation and revenue loss resulting from a breach. Shredding services also safeguard proprietary information, business finances, legal documents, and more.

Your Clients and Customers

As a business, it’s your responsibility to protect the sensitive information of your clients and customers. By properly disposing of documents with personal information, you are maintaining their trust in your brand and protecting them from identity theft.

Your Employees

Employees are also at risk of identity theft, making it essential for businesses to protect their personal information as well. Scheduled shredding services ensure that any sensitive employee documents, such as payroll records or performance evaluations, are securely destroyed.

Your Time

With the help of scheduled shredding services, you can save your employees’ valuable time spent on document destruction and focus on more critical tasks to drive business growth. Plus, with regular pickups, there’s no need to spend time sorting or manually shredding documents.

Your Digital Information

If you need a secure solution for end-of-life electronics, Augusta Data Storage offers secure destruction for your e-waste. Our shred trucks can destroy media such as hard drives, cell phones, tablets, USB drives, and more. By choosing our services, you not only protect your information but also contribute to environmental protection through responsible e-cycling.

How Scheduled Shredding Works

Augusta Data Storage offers tailored shredding services designed to meet your specific needs. Here’s how our process works:

1. Assessment: We begin by assessing your organization’s shredding requirements to create a customized shredding plan that addresses your unique needs. We offer scheduled shredding services on a pre-set schedule weekly, bi-weekly, and monthly and can place multiple secure collection containers at your office to be emptied at the same time, if needed. For some, annual or semi-annual record purges suffice.
2. Secure Collection: Our collection team will collect your confidential documents and transport them to our secure facility for shredding. We use locked vehicles equipped with GPS tracking, so you have peace of mind knowing where your sensitive information is at all times. We also offer mobile shredding for on-site destruction,  where you can witness the shredding process yourself.
3. Shredding Process: Upon arrival at our NAID AAA-certified shredding facility, your documents are weighed and recorded, then sent directly to our state-of-the-art shredder. Our shredders can handle paper, computer hard drives, CDs/DVDs, credit cards, and more.
4. Certificate of Destruction: After your documents are shredded, we provide a Certificate of Destruction as proof that the process was completed securely and in compliance with all regulations.

At Augusta Data Storage, we prioritize the security and confidentiality of your documents throughout the entire shredding process, so you can trust us to handle your shredding needs with professionalism and expertise.

Take the First Step

Don’t wait for a data breach to occur before taking action. Invest in scheduled shredding services today and reap the benefits of secure document destruction. Contact Augusta Data Storage today for more information on how we can help safeguard your business’s sensitive information.

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In fact, due to the sensitive nature of the information that law firms are privy to, lawyers are a target for cybersecurity attacks. A 2022 report by the American Bar Association states that 27% of all law firms have experienced a data breach at some point.

With security threats only continuing to grow, legal professionals must be well-equipped with the necessary tools and strategies to safeguard client information.

Importance of Information Security in Legal Practice

The legal profession is built on trust and confidentiality, and your clients expect their personal and sensitive information to be kept confidential at all times. Attorneys and legal professionals are entrusted with sensitive information daily, including confidential client communication, financial records, and strategic plans. And breaches in data security not only compromise the trust between attorneys and clients but can also result in severe legal consequences.

Why information security matters for client confidentiality:

1. Client Trust and Reputation: Clients trust law firms to safeguard their confidential information. Any breach of this trust can severely damage a firm’s reputation and lead to potential legal consequences.
2. Legal and Ethical Responsibility: Industry standards such as ABA Rule 1.6 emphasize the legal and ethical responsibility of law firms to ensure the security and privacy of client data.
3. Regulatory Compliance: With rising regulatory demands and cyber threats, adherence to data security regulations is essential to avoid penalties and maintain compliance.

Data Regulations and Information Security

In addition to ethical obligations, there are also legal requirements for data security in the legal industry. Failure to comply with these obligations can result in disciplinary action and potential liability. Some regulations include:

1. ABA Model Rules: Rule 1.6 of the ABA Model Rules of Professional Conduct requires attorneys to make reasonable efforts to prevent unauthorized access to client information.
2. HIPAA: The Health Insurance Portability and Accountability Act (HIPAA) sets standards for protecting sensitive patient information. This applies to any legal documents that may contain client health information.
3. GDPR and CCPA: If your firm deals with international or out-of-state clients, understanding the General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA) is crucial to ensure compliance and protect client data.

As a legal professional, it is important to stay updated on these regulations and ensure compliance to avoid potential legal and ethical consequences.

Tactical Tips for Information Security in Legal Practice

Now that we understand the importance of information security in legal practice, here are some tactical tips to help safeguard client confidentiality:

Develop a Data Security Plan: Every law firm should have a comprehensive data security plan in place that outlines protocols for handling sensitive information, including how it is stored, accessed, and shared.

Utilize Encryption: Encryption is the process of converting plain text into code to prevent unauthorized access. All electronic devices and communication should be encrypted to ensure the confidentiality of sensitive information.

Implement Password Protocols: Strong passwords are crucial for protecting data. Law firms should implement password protocols such as using unique, complex passwords and regularly changing them. Additionally, consider using multi-factor authentication for added security.

Train Employees on Data Security: All employees, including attorneys and support staff, should receive training on data security best practices. This can help prevent human error, which is one of the leading causes of data breaches.

Physical Security Measures: Utilize climate-controlled media storage and consider offsite records management to protect physical documents from environmental damage or theft.

Document Scanning and Conversion: Digitize sensitive documents to reduce the risk of physical loss or damage and improve accessibility while maintaining stringent security measures for digital records.

Secure Disposal of Sensitive Information: When disposing of physical documents, law firms should ensure they are shredded or destroyed properly to prevent unauthorized access. For added peace of mind, consider working with a NAID AAA-certified service provider.

Have a Response Plan in Place: In the event of a data breach, it is crucial to have a response plan in place. This should include steps to mitigate the damage and notify affected parties.

By implementing these tactical tips, legal professionals can better protect their clients’ confidential information and uphold their ethical and legal obligations.

Augusta Data Storage: Your Partner in Information Security

At Augusta Data Storage, we understand the unique information security needs of legal professionals. Our services are tailored to meet the rigorous demands of legal data management, including:

• Records Management and Storage: For over 25 years, our organization has been the partner of choice for records management services for organizations across the CSRA. Our records storage facility offers total security for all of your managed records.
• File Purging and Relocation:  Our trained personnel provide efficient and secure disposal or relocation of outdated files.
• Document Scanning and Conversion: Through the use of digital scanning and archiving technology, Augusta Data Storage can provide fast, easy, secure, and permanent access to your business documents.
• Climate-Controlled Media Storage: Our custom-built vault is constructed for total climate control and hazard protection.
• Media and Hard Drive Destruction: Our NAID AAA Certified specialized destruction process ensures complete and irreversible removal of data.

Prioritizing data security is not just a matter of compliance, but also a fundamental obligation to uphold client confidentiality and trust. By implementing these tactical tips and partnering with Augusta Data Storage, you can be confident in the protection of your clients’ sensitive information. When it comes to information security in legal practice, prevention is key. Reach out to us today and let Augusta Data Storage be your partner in client confidentiality.

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Augusta Data Storage is the only document destruction service provider in the CSRA with NAID AAA Certification. This globally recognized certification is one of the most challenging to obtain in the data destruction industry, and we have maintained strict compliance since 2009. We’re the only locally owned and operated vendor that can bring this highly secure process to your organization, for both mobile and plant-based destruction solutions.

NAID AAA certification is a stringent certification process that requires strict management of facility access, shredding procedures and practices, and subjects the service provider to planned and unplanned audits at any time. But, as a consumer, you’re probably wondering why that matters to you.

Who is NAID?

NAID is the National Association for Information Destruction. They are the international trade association for companies providing information destruction services. NAID’s mission is to promote the information destruction industry and the standards and ethics of its member companies. These certifications come with a strict set of rules and requirements for various parts of our process and facility. Augusta Data Storage works year-round to ensure that we maintain the strict requirements of this certification as we work to improve and streamline our processes.

Why Work with NAID Certified Vendors?

Aside from protecting your business assets, did you know that working with NAID AAA Certified service providers helps you fulfill legal requirements for businesses managing and handling proprietary information?

By law, you are required to maintain certain practices for the secure destruction of company records in accordance with legal due diligence requirements related to HIPPA, FACTA, and The Graham Leach Bliley Act. And by working with a NAID AAA certified vendor, you can  be confident that the destruction of your confidential information is being handled in compliance with federal and state regulations.

Understanding Data Privacy Laws

In the United States, there is not one comprehensive federal law that regulates data security. Instead, there are many laws and regulations that, together, govern data privacy. Here are some of the most common:

The Federal Trade Commission Act

The Federal Trade Commission Act (FTC Act) has broad jurisdiction to prevent unfair or deceptive trade practices. The FTC enforces privacy laws, enforces consumer protection, and issues regulations.

The FTC Act also stipulates that businesses must ensure the proper disposal of consumer report information and records. Any data that can be linked back to a consumer, whether it be hard copies or digital files, must be destroyed properly.

HIPAA

The Health Insurance Portability and Accounting Act (HIPAA) governs the collection of health information. The HIPAA Privacy Rule protects individuals’ medical records and other personal information pertaining to health care. The U.S. Department of Health and Human Services’ Office for Civil Rights is responsible for enforcing the privacy and security rules of HIPAA.

HIPAA regulations stipulate stringent measures for the proper destruction of healthcare-related documents. It’s not enough to simply discard patient records in the trash or recycling bin – they must be rendered unreadable, indecipherable, and otherwise cannot be reconstructed. Non-compliance with these regulations can lead to heavy penalties, making it absolutely crucial to work with a certified data destruction provider.

Gramm Leach Bliley Act

The Gramm Leach Bliley Act (GLBA) requires banks and financial institutions to explain their information-sharing practices to their customers and to safeguard sensitive data.  It also prohibits the sharing of customers’ nonpublic personal information among financial institutions without giving the customer an opportunity to opt-out. The Gramm-Leach-Bliley Act regulates information sharing and requires financial institutions to securely handle and dispose of customer records. Non-compliance can result in severe penalties. 

Working with companies that maintain the high standards established by NAID means working with a company that is required to maintain high standards across all facets of their operation and in compliance with data privacy regulations. This includes hiring practices, facility security, and equipment maintenance.

Who monitors NAID Certified Vendors?

According to i-SIGMA, NAID AAA Certification is awarded to service providers who continuously validate they meet regulatory standards and security through scheduled and even surprise third-party audits. This is why hundreds of government offices and thousands of private organizations around the world already require NAID AAA Certification of their data destruction service providers. The choice is simple. Clients can either sort out the legally required initial and ongoing due diligence themselves or rely on NAID AAA Certification to verify service provider compliance. 

NAID’s certification program was developed by information security professionals and recognized by thousands of private and governmental organizations around the world. Because of the far-reaching expectations of this certification, NAID conducts over 700 announced and unannounced audits every year to ensure that their certified vendors maintain consistently secure practices all year.

NAID certification auditors verify that protocols are in place to ensure the security of confidential material throughout all stages of the destruction process such as handling, transporting, storing materials prior to destruction, and destroying and disposing of materials responsibly. This also includes any transfer of custody scenarios.

Why are we certified?

At Augusta Data Storage, we know that our certification allows us to better serve our clients and provides a framework for us to manage and monitor our document destruction practices, but our customers are the real reason we push to maintain our high levels of compliance. We understand that the privacy and security of your business information is a top priority, especially as the value of information continues to climb for hackers, identity thieves, and those looking to commit fraud. 

The ultimate beneficiary of our NAID AAA certification is the customers. By placing their trust in our processes, they know exactly what level of service they will receive: service that maintains the highest level of integrity and security through compliance to NAID’s strict certification standards.

Get In Touch

Our team at Augusta Data Storage is committed to safeguarding and properly disposing of your sensitive data. Trust us to protect your information to the highest standards set by NAID. Don’t let your data fall into the wrong hands. Contact us today and let’s discuss how we can best serve your organization’s data destruction and storage needs. Your security is our mission. When it comes to data security, there’s no time like the present.

The post NAID AAA Certification: Our Credentials Should Matter to You appeared first on Augusta Data Storage.

Understanding the risk factors in medical records management

Healthcare records are susceptible to a myriad of risks, both digital and physical. Digital risks encompass cyber-attacks, data corruption, and system failures. Cybersecurity threats have been on a steady rise, with healthcare institutions being prime targets due to the sensitive nature of the data they handle. System failures or data corruption can result from software glitches or hardware malfunctions.

Physical risks to healthcare records include natural disasters such as floods, fires, or earthquakes, which can damage infrastructure and lead to loss of critical data. Other risks like theft or accidental destruction cannot be overlooked either.

The Consequences of inadequate disaster recovery planning

The consequences of inadequate disaster recovery planning in healthcare can be disastrous. The loss of critical patient data can not only hamper patient care but also lead to legal and compliance issues. 

Financial implications of data loss or breach can be significant, considering the potential fines, lawsuits, and the costs involved in rectifying the situation. Moreover, any compromise on patient data can severely tarnish the reputation of the institution.

How to Build Better Backup Systems for Medical Records

These risks underscore the importance of having meticulous backups and recovery plans in place. Backups serve as a safety net, providing a copy of the data that can be restored in the event of loss. Onsite backups provide quick access and restoration, while offsite backups protect against physical damage to the primary location. Cloud backups offer scalability, accessibility, and cost-effectiveness but require careful consideration of data security and privacy concerns.

A well-thought-out recovery plan complements backups by outlining the steps to restore normal operations post-disruption. It should detail the recovery point objective (RPO), recovery time objective (RTO), and the roles and responsibilities of the staff during the recovery process.

Implementing best practices for disaster recovery in healthcare can significantly mitigate these risks. Consider these efforts to safeguard your information: 

• Regularly update and test your disaster recovery plan ensures its effectiveness and identify any potential gaps.
• Implement data encryption measures and secure access controls to provide an additional layer of security against unauthorized access or breaches. 
• Utilizing cloud storage for offsite backup to offer redundancy and protection against physical damage. 
• Utilizing physical backups and off-site archives to protect against digital risks and natural disasters.
• Training staff on disaster recovery procedures equips them to respond effectively during a crisis, minimizing downtime and data loss.

Quick Guide to Medical and Healthcare Records Management

From the moment a patient enters the healthcare system, their information is meticulously managed to ensure accuracy, security, and accessibility. Here is a quick guide to help your medical practice safeguard patient information. Effective healthcare records management ensures:

• Security: Protects sensitive patient information from breaches or unauthorized access.
• Compliance: Adheres to regulations set by governing bodies like the College of Physicians and Surgeons of Ontario (CPSO).
• Efficiency: Facilitates easy access to patient records, promoting efficient healthcare delivery.

3 Critical Components of Medical Records Management

• Creation: The initial recording of patient information during consultations, procedures, or treatments.
• Maintenance: Regular updating of records to reflect ongoing patient care.
• Disposal: Secure destruction or archiving of records when no longer required.

Records Retention in Healthcare

Retention of medical records are outlined in laws at both the state and federal level and retention requirements can vary from six to ten years depending on the location, age, and type of information. For up to date information be sure to consult with a compliance officer and the latest federal and state-wide regulations. 

Access and Transfer of Medical Records

Access to medical records is strictly regulated. Only authorized personnel have the right to view or alter these records. In certain scenarios, original medical records may be transferred to another registrant, bonded record retention facility, public hospital, or health authority. Effective records management programs detail specific restrictions and access requirements for patient records. 

Challenges and Best Practices in Medical Records Management

Ensuring secure and efficient medical records management can present challenges, including maintaining patient privacy, ensuring data integrity, and meeting compliance requirements. Here are some best practices:

• Implement robust security measures: Use data encryption and secure access controls.
• Regular audits: Conduct regular audits to identify potential gaps and rectify them promptly.
• Staff training: Train staff on the importance of data security and records management protocols.
• Use of technology: Leverage technology to automate and streamline records management.

A Medical Records Management Partner You Can Count On: Augusta Data Storage

Disaster recovery planning is not optional but essential for any healthcare institution. It safeguards the integrity of healthcare records, ensures continuity of patient care, and protects institutions from financial and reputational damage.

To safeguard your healthcare records and ensure seamless recovery post-disruption, consider partnering with Augusta Data Storage. As a NAID AAA certified provider, we offer comprehensive records storage, management, and secure destruction solutions tailored to your needs. Contact us today to learn more about how we can help protect your critical healthcare records and ensure you’re prepared for any disaster.

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The Need for Document Shredding

It’s common for organizations to store a significant amount of confidential information in both physical and electronic forms (such as in the 3-2-1 backup strategy.) From financial records to employee documents, companies are responsible for safeguarding a vast array of sensitive data. Failure to do so can result in devastating consequences, including data breaches, identity theft, and loss of intellectual property.

Document shredding is a vital part of an overall data protection strategy, helping businesses minimize their risk exposure and maintain compliance with privacy regulations. Proper shredding ensures that documents destroy sensitive information beyond recognition, leaving no chance for compromise.

Confidentiality and Privacy Protection

Confidentiality and privacy are critical aspects of any business transaction. Whether it’s a sensitive employee file or financial records, companies must take measures to ensure this information doesn’t fall into the wrong hands.  Document shredding is one way businesses can protect themselves from data breaches and maintain confidentiality, and comes with several key advantages:

• Building Trust: Upholding confidentiality and privacy in your operations strengthens trust with your clients, employees, and partners. When they know their information is secure, they’re more likely to maintain a long-term relationship with your business.
• Complying with Regulations: Numerous laws mandate businesses to safeguard certain types of information. For instance, GDPR requires you to protect the personal data of EU citizens, while legislation like the U.S. Patent Act protects your intellectual property. Non-compliance can lead to significant fines and legal consequences.
• Avoiding Financial Losses: Information breaches from improper shredding can result in substantial financial losses, from the costs associated with managing the breach to potential legal fees, penalties, and loss of business due to a damaged reputation.

Intellectual Property Protection

In today’s highly competitive business landscape, protecting intellectual property is essential for staying ahead of the competition. Intellectual property includes valuable assets such as trade secrets, patents, and trademarks that distinguish your business from others. Proper document shredding can help protect these assets by:

• Prevents Unauthorized Access: Shredding sensitive documents ensures that they cannot be accessed by unauthorized individuals who might misuse the information, including ideas, concepts, designs, or other forms of IP contained within those documents.
• Protects Business Secrets: Every business has proprietary information that gives it a competitive edge. Shredding documents helps protect these trade secrets from falling into the wrong hands.

The Advantages of Professional Document Shredding

While it may seem like a simple task, document shredding requires proper equipment and techniques to ensure its effectiveness. Many businesses opt for professional shredding services for the following advantages:

• Expertise and Experience: Professional shredding companies have the expertise and experience to handle document destruction efficiently and securely. They follow best practices and adhere to industry standards to ensure your documents are shredded effectively.
• Compliance with Regulations: Professional shredding companies are well-versed in the various laws and regulations surrounding information disposal. By using their services, you can rest assured that you’re complying with all necessary legal requirements.
• Convenience: Outsourcing document shredding allows your business to focus on its core operations without worrying about document disposal. Professional shredding companies like Augusta Data Storage offer regular on-site or off-site shredding services, making it a convenient option for businesses of all sizes.

Best Practices for Document Shredding

Considering these potential risks, it’s crucial to have a solid plan for shredding physical documents. Partnering with a trusted service like Augusta Data Storage’s secure data shredding can help protect your business. Here are a few tips to keep in mind:

1. Regular Shredding Schedule: Establish a regular shredding schedule based on the volume and sensitivity of your documents. Creating a document purge schedule ensures that records are not left lying around once they become outdated.
2. Secure Document Storage: Until they’re ready for shredding, store your sensitive documents in records storage boxes or cartons. Augusta Data Storage provides secure containers for this purpose.
3. Implement a Document Destruction Policy: A document destruction policy outlines the proper procedures for handling and disposing of sensitive information within your organization. Make sure all employees are aware of and trained on this policy.
4. Certificate of Destruction: After each shredding session, ensure you receive a Certificate of Destruction. This legal record confirms that the documents were securely destroyed, which could be crucial for compliance with laws and regulations. 
5. On-Site Shredding: Consider mobile shredding services, which allow you to witness the destruction of your documents. Augusta Data Storage offers this service for maximum peace of mind and convenience.

By following these best practices and partnering with a reliable provider like Augusta Data Storage, you can significantly mitigate risks related to confidentiality, privacy, and intellectual property protection.

Why Choose Augusta Data Storage?

Augusta Data Storage offers a comprehensive solution for your document shredding needs. Our services are designed to provide maximum security, from secure document collection and transportation to thorough shredding and environmentally friendly disposal.

With Augusta Data Storage, you can rest assured knowing that your business’s sensitive information is being handled with the utmost care and professionalism. Our commitment to confidentiality and privacy makes us an ideal partner for businesses navigating the complex landscape of data protection in 2024 and beyond.

As we move towards 2024, it’s more important than ever to have a reliable partner for your document shredding needs. Don’t leave your business’s sensitive information to chance. Choose Augusta Data Storage for secure, professional, and environmentally friendly document shredding services. Reach out to us today to ensure your business is ready for the challenges and opportunities of the coming year.

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Top Information Security Risks in 2024

AI-Powered Attacks

With the rapid adoption of artificial intelligence (AI) in businesses, cybercriminals are also leveraging this technology to launch sophisticated attacks. AI-powered attacks can learn and adapt in real-time, making them challenging to detect and defend against. These attacks have the potential to cause significant damage, from stealing sensitive data to disrupting critical systems. As AI continues to advance, businesses need to ensure they have robust security measures in place to protect against these attacks.

Cloud Security Breaches

As more and more businesses move their data and operations to the cloud, there is a growing concern for cloud security breaches. The shared responsibility model of cloud computing means that both the provider and the user are responsible for securing the data and systems. However, with so many parties involved, it can be challenging to ensure complete security. Businesses need to carefully vet their cloud providers and implement additional security measures to mitigate this risk.

Internet of Things (IoT) Vulnerabilities

The IoT is becoming increasingly prevalent in both personal and business contexts. While this technology offers convenience and efficiency, it also opens up numerous vulnerabilities for cybercriminals to exploit. From connected devices with weak security protocols to unsecured networks, there are various entry points for IoT attacks. Businesses need to have strict policies in place for IoT device management and regularly update firmware and software to prevent these vulnerabilities.

Ransomware Attacks

Ransomware attacks have been a top information security risk for years, and this trend is likely to continue in 2024. These attacks involve locking victims out of their systems or data and demanding a ransom payment to restore access. The rise of cryptocurrency has made it easier for cybercriminals to demand and receive payments anonymously, making these attacks even more prevalent. To protect against ransomware attacks, businesses need to have secure backups and regularly test their disaster recovery plans.

Insider Threats

While we often focus on external threats, insider threats pose a significant risk to businesses’ security. Whether intentional or unintentional, employees can compromise sensitive data and systems through human error or malicious intent. Businesses need to have strict access controls in place, regularly review permissions and conduct thorough background checks for all employees. It’s also essential to educate employees on cybersecurity best practices and the potential consequences of their actions.

Physical Security Risks

While digital security threats are on the rise, it’s important not to overlook physical security risks. Unauthorized access to physical data storage sites can lead to data breaches.  For example, unauthorized access to server rooms can expose sensitive data. This could be due to weak access control, lack of surveillance, or insufficient security awareness among staff.

Physical security breaches can have far-reaching consequences, including data loss, damage to hardware, and disruption of services. To mitigate these risks, businesses should implement robust physical security measures such as access control systems, surveillance cameras, and regular security audits.

How to Prepare for 2024 Information Security Risks

Regularly Review and Update Security Policies

With constantly evolving threats, businesses must review and update their security policies regularly. This includes everything from password management protocols to data backup procedures. Being proactive in policy updates can help mitigate risks and minimize potential damages in the event of an attack.

Implement Multi-Factor Authentication (MFA)

Multi-factor authentication adds an extra layer of security to prevent unauthorized access to sensitive data and systems. This method requires users to provide more than one form of identification, such as a password and a unique code sent to their phone or email, to access an account or system. It’s crucial to implement multi-factor authentication for all devices and accounts with access to sensitive data, wherever possible.

Conduct Regular Security Audits

It’s essential to conduct regular security audits to identify vulnerabilities and address them promptly. These audits can help businesses stay up-to-date with the latest security measures and identify any potential weaknesses that could be exploited by cybercriminals.

Invest in Employee Training

Employees are often the weakest link in a business’s security posture. Investing in regular employee training can help educate them on potential risks and how to prevent them. This includes training on identifying phishing emails, avoiding social engineering tactics, and following proper data handling procedures.

Regular Backups

Regularly back up important data to ensure it can be recovered in case of a data breach or other disaster. Offline backups provide an additional layer of security for your digital data and they are immune to online threats such as hacking, ransomware, and server crashes. By keeping offline backups, you can ensure that your data is safe, even in the event of a disaster or catastrophic failure affecting your online backups.

Consider a method like the 3-2-1 backup strategy: create three copies of your data, with two on different storage media and one stored offsite.

Secure Physical Data Storage

Don’t neglect to secure your physical information. Protect against physical security risks by ensuring your physical data storage sites are secure. This includes implementing access control measures and regular audits of physical security protocols. It’s also crucial to have a plan in place for secure data disposal at the end of the document lifecycle.

Proper Hardware Disposal

Ensure old hard drives and other hardware are properly destroyed to prevent the retrieval of sensitive information. Services like Augusta Data Storage’s hard drive destruction service guarantee that your data is permanently destroyed in accordance with data privacy regulations.

Work with a Trusted Information Security Partner

It can be challenging for businesses to keep up with the rapidly evolving world of information security. Working with a trusted information security partner can help businesses stay on top of the latest threats and have a comprehensive plan in place to mitigate risks. Preparing for the information security risks of 2024 requires a proactive approach and a trusted partner in data management. Augusta Data Storage offers a comprehensive range of services designed to protect your business from both digital and physical threats.

With our expertise, you can step into 2024 with confidence, knowing that your data is secure. From secure records storage and cloud-based access, to certified secure mobile shredding and specialized media and hard drive destruction, Augusta Data Storage has you covered.

Get Prepared for 2024 with Augusta Data Storage

As we enter 2024, businesses must prioritize information security. The rise in cyber attacks and evolving threats means that companies need to be proactive in their approach towards protecting sensitive data and systems. By regularly training employees, implementing robust security measures, and staying informed about the latest risks, businesses can mitigate the impact of potential cybersecurity threats. And don’t forget about physical security risks – proper access controls and secure disposal of data and products are essential in preventing breaches.

Don’t wait until it’s too late. Contact Augusta Data Storage today to discuss your information security needs for 2024.  With our comprehensive services and experience, we can help safeguard your data and protect your business. Have peace of mind knowing that your business is prepared for whatever information security challenges may arise in the year to come.

The post Top Information Security Risks in 2024 and How to Prepare for Them appeared first on Augusta Data Storage.

By embracing strong information management and security practices, you can boost consumer trust and have peace of mind knowing your data is protected. We’re sharing the importance of data privacy in consumer trust and how you can build solid data management practices.

Building Customer Trust Begins with Data Security

Building relationships with your customers comes down to demonstrating that you respect their privacy. Studies show that data privacy is directly linked to customer trust. A recent Consumer Privacy Survey from Cisco revealed that data transparency is the number one factor in establishing consumer trust.

Information security isn’t just about keeping data safe from breaches. It also means being open with customers about their data protection. The survey further showed that customers felt that the single most important thing a business can do to gain their trust is to provide clear information on how their data is being used.

How Data Security Impacts Customer Trust

With consumer data becoming more valuable, privacy worries are growing, and consumer trust is at an all-time low. A 2020 McKinsey study revealed that 87% of consumers said they wouldn’t do business with a company if they had concerns about their security practices. 

Businesses that neglect customer data protection face dire consequences: loss of trust, damaged reputation, and even legal repercussions.

What Counts as Consumer Data?

Knowing what makes up consumer data is crucial for implementing effective data management practices. The types of consumer data held by a business can vary widely based on the industry. Some examples include:

• Retail sector: Personal identification information (name, address, phone number), purchasing history, browsing behavior, and payment information.
• Healthcare providers: Medical histories, insurance details, and personally identifiable information (PII) including social security numbers and birth dates.
• Banking and finance industry: Transaction histories, credit scores, account numbers, and personal identification details.
• Tech industry: User behavior on apps or websites, IP addresses, and digital identifiers.
• Small to medium-sized businesses: Even if you don’t realize it, you may still possess consumer data. This can include contact information (names, addresses, phone numbers, and email addresses), transaction histories, customer preferences, buying habits, and website analytics data such as user behavior and page visits. 

How to Build Strong Data Security Practices

When it comes to consumer data, trust is everything. Customers expect that their personal information will be kept confidential and treated with the utmost care. By establishing strong data protection practices, businesses can demonstrate their commitment to customer privacy and build trust among their clients. Here are our best practices to get you started:

1. Understand Data Usage: It’s essential to have a thorough understanding of what data you collect, why you’re collecting it, and how it’s being used. This knowledge is crucial in explaining your data practices to customers.
2. Keep Your Policies Up to Date: Regularly reviewing and updating privacy policies and terms of service can show customers that their data is a priority for your business.
3. Know Your Responsibilities: Get to know the laws and regulations that your business needs to follow. Working with a professional records management service provider can help you understand your business’s risks and stay compliant.
4. Keep Customers Informed: Be transparent with your customers about your data practices. Provide clear and concise information on how their data is collected, stored, and used. Make it easy for customers to opt out of data sharing if they choose.
5. Train Employees on Data Privacy: As a business managing consumer data, one of the biggest steps you can take to safeguard data and records is to educate the people who are interacting with it daily: your employees. It’s important to train them on proper data handling procedures and reinforce the importance of confidentiality.
6. Safeguard Paper Records: While digital data protection is crucial, businesses must also protect physical records. Paper documents often contain sensitive information and require secure storage to prevent unauthorized access. Use lockable cabinets and restrict access to authorized employees only, or choose a secure records facility for added protection.
7. Consider a Records Management Program: Implementing a records management program can help you organize and secure your data, while also ensuring that it is easily accessible when needed.
8. Implementing Backup Systems: A robust backup system is another critical component of a comprehensive data security strategy. Regular backups and the 3-2-1 layered strategy ensure that in the event of a data breach or loss, critical information can be recovered.
9. Secure Disposal: When paper records are no longer needed, it’s critical to dispose of them securely. Properly shredding documents before recycling or disposing of them prevents sensitive information from falling into the wrong hands.

By understanding best practices,  staying informed on laws and regulations, and implementing secure data management practices, businesses can build trust with their customers and maintain a strong reputation while mitigating the risks associated with consumer data.

Partner with a Records Management Provider

Opting to team up with a records management provider that has a solid track record is a smart move to strengthen your data security framework. These companies are experts at implementing strict data protection measures and can seamlessly handle this vital aspect of your business. It allows you to trust the complex task of data security to experienced professionals, making sure that your customer data is handled with expertise.

By partnering with a professional data management company, your team can concentrate on their strengths: driving business growth and boosting customer loyalty. These companies not only ensure top-notch data security but also offer valuable insights into data usage, helping you make the most of data-driven strategies.

By choosing a professional data management partner like Augusta Data Storage, you can provide an extra level of assurance for your customers, strengthening their trust in your dedication to data security.

For over 25 years, Augusta Data Storage has been the premier records storage facility in the Augusta, GA area. Our secure facilities and expert staff ensure we can help you build a data security framework that safeguards your customer data. Our expertise in managing and securing data, coupled with our dedication to customer service, makes us a partner you can rely on. Trust Augusta Data Storage to not only protect your data but to also help you leverage it for the growth of your business.

Trust Augusta Data Storage for Your Information Security Needs

Don’t take any chances when it comes to customer data. Start implementing these best practices now to show your commitment to data security and gain the trust of your customers. 

At Augusta Data Storage, we’re serious about data privacy and know it’s vital for building customer trust. We’re here to help you protect your customer data with solid information management and security practices. Let Augusta Data Storage be your trusted partner in securing and managing your sensitive data. Contact us today to learn more about our services and how we can help protect your sensitive information.

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Traditional Records Storage

Traditional records storage involves physically storing documents in a secure environment, such as an on-site storage room or a dedicated off-site facility like Augusta Data Storage. Here are some pros and cons to consider:

Traditional Records Storage Pros:

• Tangible Access: You can hold, read, and understand physical records without relying on technology, reducing the risk of tech-related issues.
• Control: With traditional storage, you have complete control over your data. You can implement specific security measures and protocols to ensure your documents’ safety.
• Compliance: Some industries require physical record-keeping for compliance purposes, making this method non-negotiable in certain cases.

Traditional Records Storage Cons:

• Vulnerability to Disasters: Physical records are at risk of damage from natural disasters, such as fires and floods.
• Limited Accessibility: With physical documents, only those who have been granted permission will be able to access them. This can be an issue if you need to share or collaborate on files with remote team members.
• Cost: Maintaining a secure storage facility can be costly, especially if your business deals with large volumes of data.

This type of storage is ideal for documents that require a physical signature or need to be kept in their original form, such as legal papers and contracts.

Cloud Storage

Cloud storage is the practice of storing data in an online network of remote servers, known as ‘the cloud’. For many businesses the flexibility, ease of access, and affordability of this option make it more appealing than traditional storage, but digital archives still have their share of drawbacks. Here’s a breakdown of cloud storage pros and cons:

Cloud Storage Pros:

• Accessibility: With cloud storage, you can access your data from anywhere with an internet connection, making it ideal for remote work.
• Scalability: Cloud storage is highly scalable, meaning you can easily increase or decrease your storage space as needed.
• Disaster Recovery: Your data is safe from physical disasters as it is stored remotely.

Cloud Storage Cons:

• Security Risks: While cloud storage providers have robust security measures in place, there is always the risk of data breaches and cyber-attacks.
• Dependence on Technology: Cloud storage relies heavily on technology, so any issues with servers or internet connectivity can hinder access to your data.
• Compliance Concerns: Some industries may have strict regulations regarding data storage and may not allow for cloud storage.

Cloud storage is best suited for businesses that need to access their data from different locations and collaborate with remote team members. It also offers the added benefits of automatic backups and easy data sharing.

Striking the Balance: A Hybrid Approach

When it comes to the security of traditional records storage versus cloud storage, the answer isn’t straightforward. Both methods have their security advantages. Traditional records storage provides high security for sensitive documents, being less susceptible to cyber threats. It’s ideal for legal documents, confidential files, archives, and signed documents. However, it’s vulnerable to physical threats like fire, theft, or natural disasters.

Cloud storage, while susceptible to data breaches, offers robust security measures and protection against physical damage. The optimal choice depends on your organization’s specific needs. A hybrid approach, utilizing both methods, often offers the best solution for data protection.

Using a combination of physical records storage and cloud storage provides the flexibility of cloud storage while maintaining security.

When deciding what documents to store in each method, consider the following questions:

1. How frequently will the data be accessed? Cloud storage may be more suitable if you need to access the data frequently.
2. How sensitive is the information? For highly sensitive documents like contracts and legal paperwork, physical storage may offer better security.
3. Are there any legal or regulatory requirements? Some industries or jurisdictions may have specific requirements for storing certain types of data.
4. What is the budget and available resources? Cloud storage may require ongoing subscription fees, while physical storage may require space and maintenance costs.

By carefully considering these questions, you can determine the optimal storage solution for your specific needs and strike a balance between accessibility and security.

Here are some general rules of thumb:

Documents Suitable for Cloud Storage

• Project Files: Files related to ongoing projects that require collaboration and frequent updates.
• Digital Copies of Documents: Digital versions of paperwork that don’t need to be in their original form.
• Large Data Sets: Files that are cumbersome to store physically due to their size.
• Non-sensitive Company Information: Company documents that are not confidential or sensitive such as newsletters, brochures, etc.

Documents Suitable for Traditional Records Management

• Original Legal Documents: Contracts, deeds, and other legal documents that need to be in their original form.
• Confidential Files: Sensitive documents like personnel and medical records, which require high security and privacy.
• Archival Records: Old records that are seldom accessed but need to be preserved for historical or legal reasons.
• Signed Documents: Documents with original signatures, stamps, or seals.

The 3-2-1 Backup Method: An Ideal Strategy for Data Protection

The 3-2-1 backup rule is an easy-to-remember moniker for a common approach to keeping your data safe in any failure scenario. The concept is rather simple: 3 copies of your data, 2 local but on different mediums, and 1 offsite.

Understanding the 3-2-1 Rule

• 3 Copies of Data: It’s crucial to keep three copies of every piece of vital data. This includes the original data and two backups, which provide a failsafe if one backup copy fails or gets corrupted.
• 2 Local Backups on Different Mediums: These backups could be stored on different devices within the same office or home. For instance, you could store one on your computer and another on an external hard drive. This ensures that if one device fails, you still have another medium to turn to.
• 1 Offsite Backup: This final copy should be stored at a different location, such as a cloud storage service. This guards against the possibility of localized disasters, like a fire or flood, that could destroy both your original data and local backup copies.

By leveraging the strengths of both cloud storage and traditional records management, the 3-2-1 rule provides an excellent strategy for comprehensive data protection. It optimizes access while still ensuring the security of your data, offering protection against physical damage, cyber threats, and even unexpected system failures.

Trust Augusta Data Storage with Your Records

When it comes to secure data and record management, Augusta Data Storage has you covered. We offer both physical records storage and cloud storage options, ensuring that your data is safe, accessible, and managed effectively.

As a NAID-AAA certified business, we guarantee the highest level of data security, letting you focus on what matters most—running your business. Whether you’re looking to store sensitive documents or need a secure online space for digital files, we have the solutions to meet your needs.

Ready to secure your data? Contact Augusta Data Storage today and let us help you find the perfect balance between physical and cloud storage for your business.

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Properly and responsibly disposing of hard drives and e-waste once they reach the end of their lifecycle is vital to your information security. And, as the fastest-growing waste stream globally, proper e-waste disposal is also essential for the environment. We’re exploring the importance of environmentally friendly hard drive shredding not only for information security but also for environmental protection.

The Need for Secure Hard Drive Destruction

When it comes to disposing of old hard drives, simply throwing them away or even formatting them is not enough. Data breaches and identity theft are real concerns in today’s digital age, making secure hard drive destruction crucial. It’s estimated that 1 out of 4 data breaches is caused by negligence, including improper disposal of electronic devices. Beyond the potential security risks, there are also regulatory requirements that require proper data destruction methods to protect sensitive information. Augusta Data Storage understands this need and offers NAID AAA-certified hard drive destruction services, ensuring your sensitive data remains completely irrecoverable.

Benefits of Hard Drive Shredding for the Environment

Proper hard drive shredding not only protects your company’s data but also has a positive impact on the environment. Here are some of the main benefits:

• Reduced Landfill Waste: E-waste is the fastest-growing waste stream globally, and a significant portion of it ends up in landfills. Hard shredding ensures proper disposal of these devices and prevents their contribution to landfill waste.
• Conservation of Natural Resources: Electronic devices contain valuable materials such as copper, gold, and silver that can be recovered through recycling. Shredding hard drives conserves and reuses these resources, reducing the need for mining and extracting new materials.
• Avoidance of Environmental Hazards: Electronic devices often contain hazardous materials such as lead, mercury, and cadmium. If not properly disposed of, these substances can harm the environment and human health. Hard drive shredding ensures that these materials are safely removed and handled by trained professionals.

Choosing an Environmentally Friendly Hard Drive Shredding Service

When choosing a hard drive shredding service, it’s important to make sure they have environmentally friendly practices in place. Look for a company that:

• Uses E-Waste Recyclers: Make sure the company you choose works follows e-cycling protocols and maintains strict environmental standards.
• Has Proper Certifications: Look for providers like Augusta Data Services, who have certifications such as NAID AAA. This indicates the company is in compliance with industry standards for data destruction and environmental sustainability.

By prioritizing environmentally friendly hard drive shredding and e-waste disposal, you can protect your company’s sensitive information and do your part in reducing the impact of e-waste on the environment. Remember, responsible disposal starts with you! So, make sure to partner with a reputable and eco-friendly hard drive shredding service for the safety of your data and our planet.

Trust Augusta Data Storage for Environmentally Responsible Hard Drive Destruction

The environmental impacts of hard drive shredding and e-waste disposal are significant and should not be overlooked. By choosing environmentally friendly disposal services, you can protect both your sensitive data and the environment.

When it comes to handling the environmental impacts of hard drive shredding and e-waste disposal, you can trust Augusta Data Storage. With over 30 years of experience in the records management industry, we have established ourselves as leaders in secure data destruction while prioritizing environmental sustainability.

Contact us today and take the first step towards protecting your data and the environment by choosing Augusta Data Storage for all your hard drive destruction needs.

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Understanding Product Destruction

Product destruction involves the secure and safe disposal of products that are no longer sellable or usable for various reasons. This could include:

• Branded merchandise
• Recalled items
• Defective electronics
• Expired medications and medical devices
• Unwanted prototypes or samples
• Outdated documents, records, and contracts
• Electronic media such as hard drives, flash drives, and CDs/DVDs
• Overruns and limited edition products

The destruction of these items is important for a variety of reasons. Not only does it ensure the safety and quality of products reaching customers, but also helps maintain a company’s reputation by eliminating potential risks and liabilities. Additionally, it ensures compliance with local regulations and laws that could otherwise result in severe fines or penalties if not adhered to.

Whether your items are proprietary products or classified items, secure destruction ensures that those items won’t end up in the wrong hands, helping your organization avoid potential liability.

The Impact of Product Destruction on Supply Chain Management

Product destruction is an important piece of several areas of supply chain management, mainly towards the end of a product’s lifecycle. Here’s how:

• Inventory Management: Overstocked or unusable products take up valuable warehouse space that could be better utilized for new, sellable inventory. By clearing out this space, businesses can reduce storage costs and streamline their inventory management, improving overall supply chain efficiency.
• Risk Management: Defective or counterfeit products can pose a risk to a company’s reputation and customer safety. Proper product destruction mitigates these risks by ensuring these items don’t reach the market.
• Regulatory Compliance: In certain industries, regulations require proof of destruction for certain goods, such as recalled items or products that fail safety standards. Product destruction ensures businesses meet these regulatory requirements. For example, a toy manufacturer recalling products with small parts that pose a choking hazard would need to prove these toys have been destroyed and not resold.
• Sustainability: Proper product destruction can also be a part of a company’s sustainability efforts. By partnering with a destruction service that recycles materials whenever possible, businesses can reduce their environmental impact.
• Product Lifecycle Management: Product destruction comes into play in the final phase of the product lifecycle — disposal. It ensures that products are disposed of safely, securely, and in accordance with any industry regulations.

While product destruction may not be the first thing that comes to mind when thinking about supply chain management, it plays a crucial role in maintaining efficient operations, managing risks, and meeting regulatory requirements.

How Augusta Data Storage Can Help

Augusta Data Storage offers specialized destruction services, providing a secure and safe solution for shredding and destroying products. Our solutions are tailored to meet the specific needs of each company, while also providing the safety and security necessary for confidential information protection.

Our industrial shred plant is able to process materials like: 

• Fabrics and textiles (such as old uniforms and branded merchandise)
• Plastics
• Paper
• Film packaging and blister packs
• Corrugated board

Our plant cannot accept the following items due to safety regulations: 

• Packaged foods
• Cosmetics
• Pharmaceuticals
• Liquids
• Hazardous materials

Benefits of Using Augusta Data Storage

Choosing Augusta Data Storage’s product destruction services brings several benefits:

• Comprehensive Solution: As a subsidiary of Ellefson Transportation Group, we offer an all-in-one service encompassing inventory management, transportation, storage, and destruction, simplifying the process for businesses.
• Secure Facilities: With 24/7 monitoring and restricted access, businesses can rest assured their products are in safe hands.
• Environmental Sustainability: We offer recycling options to ensure that as many materials as possible are kept out of landfills.When you work with us, you can trust that we are working to help protect your brand and the environment!
• Certificate of Destruction: We offer a legally binding Certificate of Destruction with every shred job, so you can rest assured that your products have been destroyed completely and in accordance with all legal requirements.

We believe in keeping your products and your brand safe from those who would misuse it. From our comprehensive solution offering secure storage, transportation, and destruction services, we offer businesses peace of mind when it comes to supply chain integrity.

Trust Augusta Data Storage for Secure Product Destruction 

Product destruction plays a vital role in effective supply chain management. It protects brand reputation, ensures regulatory compliance, and contributes to cost savings and efficiency.

For businesses grappling with the challenge of disposing of unusable or excess products, Augusta Data Storage offers a secure, efficient, and environmentally friendly solution. By integrating product destruction into your supply chain management strategy, you can focus on what you do best: growing your business.

Reach out to us today to learn how we can help you optimize your supply chain with secure product destruction. 

The post Product Destruction: A Critical Component of Supply Chain Management appeared first on Augusta Data Storage.

If you have been saving and storing records for years and have never taken the time to purge and organize your personal records, now might be the time.

Benefits of Records Management for Personal Documents

Properly storing and shredding personal documents not only helps organize your life but also offers valuable security benefits. It’s a simple habit with significant positive impacts.

Personal Organization Benefits

1. Reduces Clutter: Sorting and clearing out unnecessary documents minimizes clutter, creating a more organized workspace.
2. Easy Document Management: With fewer papers, managing and finding important documents becomes effortless, saving time and reducing stress.
3. Enhances Productivity: A clean and organized space boosts productivity. Shred unnecessary personal documents to focus on what matters, improving efficiency and effectiveness.

Security Benefits

1. Prevents Identity Theft: Personal documents often contain sensitive information like social security numbers, bank account details, and other data that could be used for identity theft. Shredding these documents ensures this information doesn’t fall into the wrong hands.
2. Protects Personal Privacy: Storing and shredding documents helps protect your personal privacy. It ensures that your personal information remains confidential, preventing potential misuse.
3. Professional, Secure Shredding: Professional shredding services provide an extra layer of security for your data. They ensure that your confidential documents are destroyed in a secure and controlled environment at a level that at-home shredders can’t guarantee.

Save or Shred?

If the thought of managing your personal records feels overwhelming, don’t worry—you’re not alone. Some common questions might come to mind — What documents do you keep? How long should you store them? Should you save or shred?

It can be tricky to know where to start. Here are some handy tips and advice to help you organize your personal records.

What Information Should You Protect?

As a rule, you’ll want to shred any document that has identifying information. More documents than you may expect include sensitive information, such as bank account numbers, your social security number, or medical information. According to the FTC, this includes:

• Sales and ATM receipts
• Bank statements
• Paystubs
• Credit card statements and credit offers
• Junk mail
• Utility and medical bills

For help deciding what to keep and what to shred, here are some general guidelines. Keep in mind that individual circumstances and local laws may vary, so it’s always a good idea to consult a professional advisor if you’re unsure.

Legal Documents: Keep birth certificates, adoption papers, marriage licenses, divorce decrees, death certificates, and wills indefinitely. They are hard to replace and may be needed for legal proceedings or identification.

Insurance Records: Keep policies in force for the duration of the policy. After it ends, shred the documents after 3-5 years, in case of late claims.

Financial Records: Keep bank statements for at least a year. Keep tax-related statements for at least seven years. Shred credit card statements after confirming charges and payment, unless they contain tax-related expenses. Follow the three-year rule for most financial records.

Tax Documents: Keep tax returns and supporting documents for a minimum of three years. Keep records for 7 years if filing a claim for loss from worthless securities or bad debt deduction.

Vital Documents: Keep passports, social security cards, and other identification documents indefinitely. They are often necessary for travel, employment, and government services.

Securing Your Personal Documents

Once you’ve decided which items to store, it’s time to consider how to best secure them. There are three popular ways to securely store your sensitive documents, but the method you should go with depends on the type of document you’re storing.

Here’s a general guideline for what secure documents to store in different storage mediums:

Online (Cloud Storage)

• Digital Copies of Important Documents: These could include scans or photos of your passport, driver’s license, social security card, birth certificate, and other identification documents. Just ensure the cloud service you use has strong security measures and encryption.
• Financial Records: Digital copies of bank statements, tax returns, pay stubs, and investment records can be stored in the cloud for easy access and backup.
• Medical Records: You can store digital copies of your medical history, prescriptions, and health insurance cards.
• Passwords: You can store passwords using a secure password manager that uses encryption.

Safety Deposit Box:

• Original Copies of Vital Documents: This includes birth certificates, marriage licenses, death certificates, passports, will titles, and more.
• Legal Documents: Original copies of your will, power of attorney, and property deeds should be kept here.
• Valuable Items: Expensive jewelry, family heirlooms, and collectibles can be kept in a safety deposit box.

Fire-proof Safe

• Emergency Cash: A small amount of cash for emergencies can be stored in a fireproof safe at home.
• Insurance Policies: Keep physical copies of your insurance policies and contact information for your insurance companies.
• Backup Data: Physical backups of digital data, like an external hard drive or USB stick, can be stored here.
• Passport and ID copies: It’s good to have copies of your identification documents in a quickly accessible place in case of emergency.

Secure Shredding for Personal Documents

Once you’ve decided which items to shred, you can prepare your documents for secure shredding. The most important aspect of this preparation is ensuring that your shredding option is truly secure, effective, and confidential.

Augusta Data Storage offers convenient drop-off shredding for guaranteed secure, controlled shredding in our professional shredding facility. Simply drop off your items and we’ll weigh, bill by the pound, and process them for destruction. We treat drop-off shredding documents with the same level of care and attention as we do for our scheduled and purge shredding services used by large businesses across the CSRA. 

Plus, with our NAID-AAA Certified secure shredding process, you can rest assured that your information is safe throughout the destruction process.

Trust Augusta Data Storage for Your Personal Shredding Needs

Personal records management not only declutters your space but also safeguards your personal information. It’s a simple yet effective habit that greatly enhances your security and peace of mind.

However, ensuring secure and effective shredding can be challenging if done at home. That’s where Augusta Data Storage comes in. We offer convenient drop-off shredding services, guaranteeing secure destruction of your documents.

Our team treats every document with utmost care, providing the same level of attention and security as we do for large businesses across the CSRA. Trust us with your personal shredding needs for peace of mind.

Ready to secure your personal information and declutter your space? Contact Augusta Data Storage today for hassle-free document shredding.

The post Records Storage for Personal Use: Organizing Your Life and Protecting Your Information appeared first on Augusta Data Storage.

Understanding HIPAA Compliance

Simply put, HIPAA compliance refers to the measures that businesses dealing with Protected Health Information (PHI) must take to safeguard that information. If your business falls into this category, compliance is a necessity. 

PHI is a broad category of sensitive information and can include: 

• Names
• Dates (such as birth dates, admission dates, and discharge dates)
• Billing information
• Blood or lab results
• Contact information like phone numbers and email addresses
• Social security numbers
• Medical record numbers
• Health insurance beneficiaries
• Biometric identifiers, including fingerprints

This list is not comprehensive, and without the proper processes in place, it’s easy to misplace information that could be considered sensitive. It’s crucial to keep this information secure to maintain patient privacy and stay compliant with HIPAA regulations.

The Risks of Non-Compliance

If you work with PHI, you are likely aware of the risks of non-compliance. Even unintentionally mishandling health records through improper disposal of PHI, or falling victim to a data breach due to a lack of risk assessment, can result in HIPAA violations, leading to fines of up to $1,500,000 per year. Here are the main points you should know about the penalties:

• HIPAA violations could result in civil and criminal penalties. This means you could be fined or even face jail time.
• Fines can vary from $100 to up to $50,000 for each violation.
• If you deliberately don’t follow HIPAA rules, the fines are even higher — between $50,000 to $250,000 per instance.
• In a year, if you violate the same HIPAA rule multiple times, the total fine could reach up to $1.5 million.
• HIPAA violations can result in a loss of trust (and business) from your customers.

In order to avoid these consequences, it’s vital to understand these risks and implement an effective record destruction plan.

Mobile Shredding Is An Essential Tool for HIPAA Compliance

Given how severe the consequences of a HIPAA violation can be, it’s more important than ever to implement an effective destruction strategy. Mobile shredding is an effective method of disposing of PHI securely and can help you avoid violations. Mobile shredding brings the shredding process to your business’s doorstep via mobile shredding trucks, eliminating the hassle and risks of transporting your PHI to an off-site facility. This service is vital for businesses dealing with PHI, as it ensures the secure destruction of sensitive information, reducing the risk of data breaches and HIPAA non-compliance.

Benefits of Mobile Shredding for HIPAA Compliance

Mobile shredding provided by Augusta Data Storage offers several security benefits to help you improve HIPAA compliance:

Limited Chain of Custody

The limited chain of custody ensures that only authorized personnel handle your documents, minimizing the potential for unauthorized access. This ensures that your PHI remains protected throughout the shredding process.

Transparent On-Site Destruction

By shredding documents on-site, you have full visibility over the process and can witness the destruction firsthand. This transparency guarantees that your data is securely and thoroughly destroyed. And since shredding takes place on-site, you eliminate the risk of a breach during transportation.

Consistent Shredding Routine

Additionally, mobile destruction enables you to establish a routine destruction schedule. Regularly shredding outdated documents and digital media ensures consistent and secure disposal of PHI, reducing the risk of a HIPAA violation. Augusta Data Storage works closely with you to develop a customized destruction plan tailored to your specific requirements.

Proof of Compliance

A large benefit of working with a professional shredder is proof of compliance. As a NAID AAA-certified shredding provider, Augusta Data Storage is committed to the highest level of data security and privacy. We provide a Certificate of Destruction after every job, guaranteeing that your documents have been securely destroyed in compliance with data privacy regulations and best practices. 

In addition to providing you with peace of mind, your Certificate of Destruction provides you with legally binding evidence that your organization has taken all necessary steps to protect itself against data breach liability in the event of an audit or investigation.

Improve Compliance With Augusta Data Storage

Remember, it’s crucial to keep this information secure to maintain patient privacy and stay compliant with HIPAA regulations. If you need to dispose of documents containing PHI, you may want to consider using a trusted shredding service to ensure they’re destroyed securely.

Augusta Data Storage offers comprehensive mobile shredding services that can help your business maintain HIPAA compliance. Our mobile shredding trucks provide on-site shredding, ensuring maximum security. Plus, we also offer a Certificate of Destruction as proof that your documents have been securely destroyed.

HIPAA compliance is of utmost importance for businesses handling PHI. Mobile shredding plays a crucial role in maintaining this compliance, and Augusta Data Storage is here to help with convenient, secure mobile shredding. Contact us today to learn how our services can help improve compliance at your facility.

Please note, this blog post is not intended as legal advice on maintaining compliance with HIPAA regulations. You should consult your internal compliance departments and information officers for best practices and specific requirements for your organization.

The post Mobile Shredding: A Must-Have for HIPAA Compliance appeared first on Augusta Data Storage.

Think of records management as your business’s safety net. It’s not just about filing documents away, it’s a strategic practice that can protect your organization from legal and compliance issues. From the moment a record is created to its final disposal, records management ensures you are maintaining legal, regulatory, and operational compliance.

Let’s dive into records management, its importance and risks, and the strategies you can follow to protect your business from legal action and costly fines.

Understanding Legal and Regulatory Compliance

Let’s break down what legal and regulatory compliance means. Simply put, it’s about following all relevant laws, standards, and regulations that apply to your business. This includes well-known regulations like the General Data Protection Regulation (GDPR), Health Insurance Portability and Accountability Act (HIPAA), and the Sarbanes-Oxley Act (SOX).

Without an effective records management strategy, you could find yourself in trouble with legal or regulatory authorities. Here are just a few examples of legal issues that come from mishandled business records:

• Tax document mismanagement can result in incomplete tax records, leading to audits and hefty penalties from the IRS.
• Unintentionally mishandling health records through improper disposal of PHI, or falling victim to a data breach due to a lack of risk assessment, can result in HIPAA violations. These violations can lead to fines of up to $1,500,000 per year.
• Accidental misreporting of financial figures due to incomplete records can violate the Sarbanes-Oxley Act (SOX). Even unintentional violations can result in fines of up to $1,000,000.
• If your business deals with clients, customers, or employees who are citizens of the European Union, GDPR regulations apply. Failure to purge duplicate or obsolete records, or maintain records of information consent, can lead to GDPR violations and hefty fines of up to €20 million.
• Misplacing contracts can lead to missed deadlines or failed SOPs, potentially resulting in legal action from clients or business partners.
• Employees not trained in records management procedures may inadvertently release protected information, such as personal identifying information or NDAs, which can also lead to legal action.

You can ensure compliance, protect your business, and avoid these legal pitfalls by understanding these risks and implementing an effective records management strategy.

The Role of Records Management in Compliance

Records management ensures that sensitive documents don’t end up in the wrong hands while also ensuring that the essential documents you need are easy to access. This helps you avoid penalties, fines, or damage to your reputation.

Here are some quick tips to keep in mind as you prepare to implement your records management program:

• Get to know the laws and regulations that your business needs to follow. Working with a professional records management service provider can help you understand your business’s risks and stay compliant.
• Put data backup procedures into place, so that your important data isn’t lost in case of technical issues or disasters.
• Review and update your practices regularly to make sure your procedures are still effective.
• If your business handles health information, take special consideration to maintain HIPAA protocols through secure medical records management.

Key Elements of a Compliant Records Management Program

Even understanding the importance of an effective record management strategy, it can be difficult to know where to start. What goes into a strong records management program? Here are the key ingredients:

• Data Inventory and Classification: Know your data like the back of your hand — where it’s stored, what it contains, and its sensitivity level.
• Retention Schedules: Decide how long to keep different types of records based on legal, regulatory, and business requirements. This will vary based on your industry, location, and the nature of your business records.
• Secure Storage and Access Controls: Keep your records safe and sound, and out of reach from unauthorized access.
• Auditable Record Trails: Keep track of who has accessed or altered each record, and when.
• Secure Chain of Custody: Make sure every record transfer throughout its lifecycle is secure and well-documented through a defined chain of custody. This includes ensuring compliant and documented record destruction at the end of the lifecycle.

Implementing a Compliant Records Management Program

Once you grasp the key elements of an effective records management strategy, your business is ready to develop and implement a records management program.

Policy Development

Start by crafting policies that mirror your compliance needs and incorporate the key elements of effective records management. Make roles, responsibilities, procedures, and protocols clear and practical. Document everything and make sure every employee has access to these documents.

Learn more about creating effective records policies by checking our guide.

Training and Education

As a business managing proprietary information, one of the biggest steps you can take to safeguard data and records is to educate the people who are interacting with it daily: your employees.

Regular training sessions on these policies and procedures are a must. This not only promotes compliance but also helps employees understand why records management is so important.

Regular Audits and Reviews

Don’t forget to conduct regular audits to ensure ongoing compliance, spot areas for improvement, and identify new risk factors.

Remember, creating a robust records management program isn’t a one-off task. It requires ongoing attention and updates to ensure that your business is keeping up with legal requirements.

Trust the Data Experts at Augusta Data Storage

Effective records management is the key to legal and regulatory compliance. It’s a surefire way to reduce risk, boost efficiency, and safeguard your business’s reputation. If you’re feeling unsure about your current records management practices, we’re here to help.

At Augusta Data Storage, we understand the importance of compliance, and we’re experts in delivering top-notch records management solutions. We provide full-service records management from document imaging, secure off-site storage, file purging and relocation, and secure destruction. Contact us today to learn how we can help you follow secure and effective records management strategies that protect your information throughout its lifecycle.

The post The Importance of Records Management for Legal and Regulatory Compliance appeared first on Augusta Data Storage.

Why Proper Product Destruction Matters for Businesses

When it comes to producing high-quality products, it’s inevitable that some won’t meet expectations. Sometimes, despite your best efforts, there may be defects or off-spec items. That’s where proper disposal comes in to maintain your product’s quality and keep your brand’s reputation high.

Let’s talk about the top benefits of secure product destruction:

Brand Protection: Preventing off-spec, obsolete, or defective items from resellers’ hands protects your brand’s reputation.

Preventing Unauthorized Sales: No more unauthorized selling of unsellable products like misprints or damaged goods. Your brand’s value and integrity stay intact.

Complying with Regulations: Many industries have strict rules about disposing of specific types of waste. Secure product destruction is a way for your business to follow these laws and avoid fines or legal problems.

Environmental Responsibility: Product destruction partners often take care of your recycling needs, ensuring recyclable materials don’t end up in landfills.

When Should I Use Product Destruction?

When products that should be destroyed slip through the cracks and end up in the wrong hands, they find their way to the “grey market” and get sold by resellers. How they end up there can vary — employees, street sellers, and discount retailers can all put your brand at risk.

Consumers will associate these subpar products with your company, no matter how they got there. Here are some items that should be destroyed to avoid falling into the wrong hands and damaging your reputation:

• Uniforms with brand identification
• Damaged goods
• Discontinued products
• Manufacturing overruns
• Obsolete inventory
• Blemished or off-spec items
• Promotional merchandise
• Seized counterfeit products
• Unused or outdated product packaging

What Types of Products Can Be Destroyed?

At Augusta Data Storage, we’ve got you covered with full-service product destruction. Our industrial shredding equipment can handle various items, not just paper. We offer product destruction services for things like:

• Outdated company shirts and uniforms
• Branded or dated soft goods you no longer need or can’t sell
• Proprietary items or specialized merchandise
• Backstock of limited-release items
• Outdated branded materials

Our plant can destroy fabrics, plastics, paper, film packaging, blister packs, and corrugated board. However, please note that we cannot accept packaged foods, cosmetics, pharmaceuticals, liquids, or hazardous materials.

Tracking and Security Throughout the Disposal Process

Choosing a company that handles product destruction can give you peace of mind knowing your brand is protected. But it’s crucial to pick a company that offers secure product destruction for true peace of mind.

During transportation, your products can be intercepted by drivers, shipping company representatives, or workers if a proper, secure chain of custody isn’t maintained and tracked. This chain of custody should include photo evidence and a certificate of destruction to confirm that your products have been properly destroyed.

This is where Augusta Data Storage and the team at Ellefson Transportation Group shine. From transporting your palletized items to short- and long-term storage, and finally, destruction, Team ETG has the tools and services you need to get the job done right with a secure chain of custody. Here are just a few of the benefits of our product destruction services:

All-in-One Solution

At Team ETG, we’ve got you covered with our all-in-one solution for bulk destruction. We handle everything from inventory management to transportation, storage, and secure destruction. No need to worry about a complicated process – we simplify it all for you with just one point of contact.

Cost-Effective Solutions

Are you looking to cut down on waste-management fees? We’ve got cost-effective solutions tailored to your specific needs. Whether it’s bulk destruction or recycling, we optimize costs while taking care of responsible waste management.

Ensuring Security

When it comes to safeguarding your proprietary products and trademarked items, rest assured that we’ve got your back. Our facilities are under 24/7 surveillance, and only authorized personnel can access our shred plant through a keycard system. We maintain security at every step of the transportation and destruction process. Plus, we provide a certificate of destruction after every shred job so you can trust that your products have been destroyed beyond repair.

Count on us for a seamless experience that brings efficiency, cost savings, and the highest level of security to your confidential items.

Augusta Data Storage — Our Commitment to Quality and Compliance

At Augusta Data Storage, we understand the importance of secure product destruction. We are committed to providing our clients with top-quality services that comply with all relevant regulations. 

Our team ensures that your items are handled responsibly and securely, from collection to destruction. Trust us to protect your brand, reduce your liability, and help you maintain your commitment to environmental responsibility. 

Contact us today to see if our product destruction services can help take unneeded products off your hands.

The post Product Destruction: A Critical Service for Protecting Your Brand appeared first on Augusta Data Storage.

In the evolving business data landscape, understanding and harnessing these tools and practices can be integral to your strategy – enabling faster decision-making, cost reduction, and enhanced productivity. Managing business data is no longer just about keeping up; it’s about staying ahead in a data-driven marketplace.

By embracing these changes and the potential of big data, your business can predict trends, meet consumer needs more effectively, and gain a competitive edge. 

To help you embrace the future of records management of big data, we’re providing insights to help you seize the opportunities it presents.

The Future of Records Management

So, what does the future hold for business data management? Here are some predictions:

Increased Use of Artificial Intelligence (AI)

AI and Machine Learning (ML) will play a pivotal role in automating records management. AI and ML can help automate records organization and classification, making managing large volumes of data easier. They can also aid in predictive analytics, helping businesses anticipate future trends and make informed decisions.

Enhanced Data Security

As the volume and complexity of data increase, so do security concerns. This is driving advances in records management, with more sophisticated encryption methods, tighter access controls, and advanced threat detection mechanisms becoming the norm.

Tightening Compliance Regulations

As privacy concerns grow, expect to face stricter data compliance regulations. This shift will demand more resilient records management systems to ensure that data is managed correctly, helping businesses stay within compliance boundaries.

Rise of Cloud-Based Solutions

Cloud-based storage’s flexibility, scalability, and cost-effectiveness make it an increasingly attractive option for records management. More businesses are predicted to adopt hybrid data models, combining on-premise and cloud records storage. 

Growing Governance Concerns

Data governance is becoming more critical as data is becoming increasingly valuable. Policies and procedures need to be implemented to ensure consistency in data handling, focusing on quality, accuracy, and reliability.

These trends highlight the rising importance of having a solid records management strategy in place. Companies that lack an efficient information management system may find navigating this influx of data challenging as the data landscape evolves.

Preparing Your Business for the Future

Businesses that adapt to these changes will be better positioned to leverage their data for competitive advantage while ensuring compliance and security. To better prepare your business for these shifts, we recommend the following:

Invest in Technology and Infrastructure

In order to adapt to these changes, your business should embrace emerging technologies. This includes adopting advanced AI and ML tools for data processing and analysis and exploring cloud-based and hybrid storage solutions. 

Augusta Data Storage provides businesses with secure cloud-based access to their records inventory. With our services, businesses can rest assured knowing that their data is protected and readily available anytime, anywhere. 

Strengthen Data Security Measures 

Regularly review and update your security protocols to ensure compliance with regulation changes. This might include implementing stronger encryption methods, enhancing access controls, and conducting regular security audits.

Stay Updated with Compliance Regulations

Keep up-to-date with the latest data privacy laws and industry-specific regulations. Regular training sessions can ensure that all employees understand these compliance requirements. 

Develop a Robust Information Management Program 

Having a solid data governance strategy is crucial for effectively managing and utilizing information across your organization. It’s not just about maintaining data quality, but also about streamlining decision-making and maximizing operational value.

And when it comes to protecting your valuable data, a layered backup approach is the way to go. Follow the 3-2-1 backup system: create three copies of your data, store two on different media, and keep one offsite. By diversifying your backup locations and media, you can ensure your data remains secure even in the face of disasters, ransomware attacks, or breaches.

Our facility’s climate-controlled secure media vault is designed to store various types of media including tapes, disks, and other temperature-sensitive items or vital business records. This vault provides a cost-effective added layer of security for your information, and your data backups are accessible to you 24/7 in the event of an emergency.

If you still need to develop a records management program or are considering improving your protocols, check our step-by-step records management guide.

Foster a Data-Driven Culture 

Encourage all employees to understand the importance of data in decision-making. Foster this culture by creating and communicating clear data policies. This could be through regular training sessions and by integrating data-driven decision-making in your business processes.

Seek Expert Guidance

Turn to the data management professionals. Trusted experts, such as Augusta Data Storage, who comprehend the significance of secure and agile records management, can offer your business peace of mind and assist in implementing efficient systems.

By taking these steps, businesses can prepare for future changes and enhance their current data management practices, turning the challenge of big data into a strategic advantage.

Embrace the Future of Big Data

As we look toward the future, it’s clear that big data will continue transforming the records management landscape. Businesses that invest in the right technology and infrastructure, strengthen their security measures, stay updated with compliance regulations, and foster a data-driven culture will be best positioned to leverage these changes for competitive advantage.

Take the first step towards preparing your business for the future of records management today and turn the power of big data into a competitive advantage. Contact Augusta Data Storage online today to establish a future-proof records management solution.

The post Future-Proof Your Business for the Age of Big Data with Effective Records Management appeared first on Augusta Data Storage.

By understanding the challenges posed by information overload and the best-fit solutions for data management, your business can leverage big data to be a valuable asset.

Understanding the Challenges

The surge of business data presents several challenges, particularly for organizations lacking effective records management systems. These challenges include:

• Data volume: Businesses are generating more data than ever before. Managing all of this information can be overwhelming, especially if it’s stored in multiple locations.
• Security: With so much sensitive data being generated, businesses need to be vigilant about protecting it from cyberattacks and data breaches.
• Compliance: Businesses need to comply with data privacy and security regulations to avoid legal complications, which can be a complex and time-consuming process.
• Accessibility: Finally, businesses need to ensure that their data is easily accessible to those who need it while still maintaining security and compliance standards.

Tips for Building a Robust Information Management Program

A sound information management program is crucial in tackling these challenges. Here are the key steps:

Step 1: Defining Your Objectives

Before you can develop an effective information management program, you need to identify your needs and goals. What types of data and data formats do you generate, and what are the key risks and challenges you face? Understanding how to handle both physical and digital data is also important, as each presents unique challenges. By taking these factors into account, you can create a program that is tailored to your specific needs.

Step 2: Creating an Information Inventory

Once you have a clear understanding of your data needs, you need to create an inventory of your existing data and establish processes for incoming data. This will help ensure that you have a complete picture of your data landscape, which is critical for effective records management.

Step 3: Implementing a Classification System

To make your data easily searchable and retrievable, you need to develop a system that categorizes and labels records. This will help ensure that you can quickly find the information you need, even in a large data set.

Step 4: Establishing Retention Policies

Set rules for how long different types of records should be kept, considering both legal requirements and business needs.

Step 5: Ensuring Security and Compliance

Develop strategies for securing data, such as encryption, access controls, monitoring tools, and data access policies. Partnering with a records management professional who understands the importance of data integrity and security can help your business maintain control of your assets.

Step 6: Planning for Disaster Recovery

Finally, you need to plan for recovery systems to safeguard against data loss. This will ensure that your data is always available, even in the event of a natural disaster or other catastrophic event.

Create backup and recovery systems to safeguard against data loss, including offline secure data retrieval and remote cloud-based access, such as Augusta Data Services’ disaster recovery protection solutions.

Training and Culture

As a business managing proprietary information, one of the biggest steps you can take to safeguard data and records is to educate the people who are interacting with it daily: your employees. Regular employee training ensures everyone understands their role in managing data, driving better data management principles across your organization.

Embracing Best-Fit Solutions

Businesses can automate and streamline records management by taking advantage of document tools, platforms, and service providers. Some resources include:

• Document Conversion Tools: These tools, like Augusta Data Storage’s bulk conversion services, use scanning and Optical Character Recognition (OCR) to digitize paper documents, turning them into editable and searchable electronic files. This process not only reduces the need for physical storage space but also makes it easier to organize, access, and share information.
• Cloud Storage Platforms: These platforms provide scalable storage solutions that can grow with your business. With cloud-based access offered by Augusta Data Storage, businesses can check the status of their inventory, review records retention schedules, and request records with ease.
• Records Management Systems: These systems can help manage the document lifecycle, from creation and modification to deletion. Augusta Data Storage’s full-service records management solutions ensure that your data is handled securely throughout the entire process.

When choosing a records management service provider, it’s crucial to consider their dedication to maintaining data integrity and their offering of effective solutions. Augusta Data Storage boasts a track record of almost 25 years in handling and managing every stage of this process, and provides a hassle-free way to incorporate efficient solutions into your information management plan.

Improve Your Data Management Processes with Augusta Data Services

Effective records management is crucial in the age of big data. By embracing best-fit solutions, investing in employee training, and partnering with reliable data management providers, businesses can turn data into a valuable resource that drives innovation, efficiency, and growth.

Take the first step towards a robust information management strategy today and turn the power of big data into a competitive advantage. Contact Augusta Data Storage online today to establish a records management solution.

The post Records Management in the Age of Big Data: Overcoming the Challenges of Information Overload appeared first on Augusta Data Storage.

When it comes to managing destruction of outdated records and items at the end of their document lifecycle, where, how and when you shred is important.

When should you shred information?

You should consider shredding any record containing personally identifiable information once it has served its purpose or reached the end of its retention period.

This includes documents such as

• patient files
• financial records
• employment records
• and backup media like CDs and DVDs

Why is secure document destruction important?

Improper disposal of confidential information can lead to serious risks. You are legally responsible for protecting your clients’ information, and failure to properly destroy documents could result in monetary fines. Additionally, when confidential information is disposed of improperly, it opens the door to data breaches and unauthorized access to sensitive information.

Risks Associated with Improper Information Destruction Practices

Improper handling and disposal of sensitive information can lead to a variety of risks, including:

• Data breaches: Unauthorized access to confidential documents can result in severe data breaches, jeopardizing your clients’ trust and tarnishing your organization’s reputation.
• Identity theft: Improperly disposed documents can be used by criminals to steal personal information, leading to identity theft and financial fraud.
• Regulatory fines: Failure to comply with data protection regulations such as HIPAA, GDPR, and FACTA can result in hefty fines and legal penalties.
• Wasted time: Sorting through documents to identify which must be securely destroyed can consume valuable time. By implementing a secure document destruction policy, you can protect your clients’ data, maintain compliance with regulatory requirements, and minimize the risks associated with information disposal.
• Reputational harm: Improper information disposal can damage your organization’s credibility and lead to negative publicity.

Document Destruction Options

When it comes to destroying secure information, businesses have a variety of options. For some businesses, running a small desk-side shredder seems like a great solution, but this process leaves a lot of margin for error. For example, you are trusting an employee to keep up with a routine shredding schedule, on top of their other duties. Additionally, not all trashcan shredders meet the compliance requirements for secure document destruction.

The most reliable and efficient way to protect confidential information is by utilizing a professional document destruction service. This type of service will come to your location, collect your documents for shredding, transport them securely to their facility for destruction, and provide a Certificate of Destruction that meets industry standards and many destruction providers, like Augusta Data Storage offer a variety of destruction services.

Onsite Shredding: Mobile document destruction services come to your location and provide on-the-spot shredding of sensitive documents in a secure, monitored environment.

Offsite Shredding: Secure offsite shredding is an option for when you have large volumes of documents requiring destruction. Documents are collected by a mobile shredding service or taken to an offsite shredding facility for destruction.

Hard Drive Destruction: When disposing of electronic devices such as computers and laptops, it’s important to securely erase or physically destroy any hard drives containing sensitive information. Hard drive destruction services are available to ensure that all data is completely destroyed before recycling or disposal.

Benefits of Partnering with Augusta Data Storage

Augusta Data Storage offers secure shredding solutions that help mitigate these risks while providing added benefits:

Secure Transport

Augusta Data Storage provides secure transport for your sensitive documents, ensuring they are safely transported from your location to their certified facility. You can trust Augusta Data Storage’s professional team to handle your documents with the utmost care and discretion.

Certified Facility

Augusta Data Storage operates a state-of-the-art, certified facility designed to provide maximum security for your documents during the shredding process. By partnering with Augusta Data Storage, you can have peace of mind knowing your sensitive information is protected at every stage.

Thorough Shredding Protocols

Augusta Data Storage employs rigorous shredding protocols, using advanced shredding equipment that ensures complete destruction of your documents. Their thorough process guarantees your confidential information is irretrievable, protecting you and your clients from potential risks.

Don’t DIY Data Destruction. Trust Your Secure Shredding to the pros

Protecting sensitive data should be a top priority for all organizations dealing with confidential information. By partnering with a secure shredding solution provider like Augusta Data Storage, you can mitigate the risks associated with improper information management and ensure the safety of your clients’ data. Don’t leave your organization vulnerable to data breaches, identity theft, and regulatory fines—choose Augusta Data Storage for all your information management needs.

The post Secure Shredding: The risks of improper document destruction practices appeared first on Augusta Data Storage.

What is Mobile Shredding?

Mobile shredding brings the shredding process to your business’s doorstep, eliminating the hassle and risks of transporting your sensitive documents to an off-site facility. Augusta Data Storage partners with your business to provide convenient, efficient, and secure data destruction. With our state-of-the-art shredding equipment housed in our mobile shredding truck, our trained professionals handle the secure destruction of your documents on-site. This approach ensures a safe and convenient way to irreversibly destroy physical documents, hard drives, and digital assets while adhering to strict compliance requirements and maintaining a short chain of custody.

Identifying Secure Information Types

Determining which documents to shred is a critical step in safeguarding sensitive data. Even unexpected documents like junk mail or old tax records can contain confidential information. It’s best to securely dispose of any document containing personally identifiable information, like contact or financial data. Some common documents you should shred include:

• Financial documents and outdated tax records
• Bills, bank statements, or junk mail
• Outdated medical records, legal documents, or contracts
•  Employee personnel files
• Customer data or transaction history

These documents often hold sensitive information that can be exploited if it falls into the wrong hands. By identifying and shredding these documents, you significantly reduce the risk of breach and maintain compliance with relevant regulations. When in doubt, it’s best to shred. Secure document destruction enables you to treat protecting your business’s and customers’ personal information as a top priority.

Storing Secure Data Before Destruction 

Before the shredding process begins, properly storing sensitive data is essential. Augusta Data Storage provides secure document collection containers designed to hold confidential documents. These tamper-proof lockable bins are strategically placed throughout your premises, allowing for convenient collection and scheduled on-site pickup. By using these secure collection bins instead of easily accessible containers, you minimize the risk of unauthorized access and the exploitation of your sensitive information.

Mobile Shredding Process

Our mobile shredding services prioritize convenience, efficiency, and, above all, security. When you partner with Augusta Data Storage, our shred truck arrives at your location according to your schedule, volume, and destruction routine. Our professional team collects your documents from the secure collection containers and destroys them on-site, completing in minutes what would take hours to accomplish in-house. Equipped with industrial-grade shredders, our mobile shredding truck efficiently handles large volumes of documents and digital media, ensuring complete destruction.

Each shred job maintains a secure chain of custody, protecting your brand and ensuring the security of your data. To provide peace of mind, Augusta Data Storage supplies a Certificate of Destruction with each on-site shred job, guaranteeing that your documents were destroyed in compliance with industry standards. We strictly follow the guidelines set by the National Association for Information Destruction (NAID), and our NAID-AAA certification assures you that we operate with the highest standards of security. By partnering with a trusted shredding provider, you can confidently demonstrate your commitment to data protection.

Security Benefits of Mobile Destruction 

Mobile shredding offers several security benefits for your business:

Limited Chain of Custody

The limited chain of custody ensures that only authorized personnel handle your documents, minimizing the potential for unauthorized access. This ensures that your confidential information remains protected throughout the shredding process.

Transparent On-Site Destruction

By shredding documents on-site, you have full visibility over the process and can witness the destruction firsthand. This transparency guarantees that your data is securely and thoroughly destroyed. And since shredding takes place on-site, you eliminate the risk of a breach during transportation.

Consistent Shredding Routine

Additionally, mobile destruction enables you to establish a routine destruction schedule. Regularly shredding outdated documents and digital media ensures consistent and secure disposal of sensitive information, effectively mitigating the risk of breach. Augusta Data Storage works closely with you to develop a customized destruction plan tailored to your specific requirements and industry regulations.

Proof of Compliance

As a NAID AAA certified shredding provider, Augusta Data Storage is committed to the highest level of data security and privacy. We provide a Certificate of Destruction after every job, guaranteeing that your documents have been securely destroyed in compliance with data privacy regulations and best practices. In addition to providing you with peace of mind, your Certificate of Destruction provides you with legally binding evidence that your organization has taken all necessary steps to protect itself against data breach liability in the event of an audit or investigation.

Mobile Shredding Services from a Trusted Local Partner

Protecting sensitive information is a paramount concern for businesses with a high volume of records. Augusta Data Storage’s mobile shredding services provide a secure, convenient, and efficient solution to safeguard your data.Don’t leave your data at risk. Contact Augusta Data Storage today to establish a secure destruction plan for your business. Safeguard your data, protect your customers, and maintain compliance with our trusted mobile shredding services. Contact us online or call us at (706) 793-0186 today to learn how we can assist you.

The post Secure Mobile Shredding: Protecting Your Sensitive Information appeared first on Augusta Data Storage.

A strong records management strategy includes a variety of tasks and objectives designed to improve the ease of secure access, retention policies, and destruction protocols for your company’s sensitive information. A robust records management plan offers more than just protection and systematic management of information. Businesses can reap the benefits in terms of cost savings, improved compliance, better decision-making capabilities, and greater customer satisfaction.

Here’s a look at how to create a strong records management strategy for your business.

Building Your Records Management System

To ensure that important records are easily accessible and properly managed, an effective records management strategy is key. As you begin building your system, consider these elements.

Records Classification System

Establish a classification system for managing documents and other records to help ensure that documents are stored in organized, logical locations by following these steps.

1. Identify the key elements of the records that need to be tracked, such as document type, date created/modified, author, etc.
2. Design a system that organizes records into logical categories and sub-categories (e.g., by document type or content).
3. Assign a unique identifier or reference number to each record so it can be easily tracked and retrieved.
4. Develop rules and processes for how documents should be stored, accessed, and destroyed based on their category and associated legal requirements (e.g., privacy regulations).
5. Set up mechanisms for monitoring document storage, usage, and retrieval processes for compliance with relevant policies/laws.

Document Retention Policies

Document retention policies help ensure that records and information are retained for the appropriate period of time, based on legal and business requirements. These policies should clearly define requirements for the various types of information that your business regularly manages including personnel and client information, financial records, proprietary data, and any personally identifiable information.

When establishing your retention policies be sure to include:

• A list of documents that should be retained and the length of time they should be kept.
• Clear definitions of what constitutes a “record” and how documents can be identified and tracked throughout their lifecycle.
• Guidelines on how to store, access, process, and dispose of records in accordance with organizational policies and legal requirements (e.g., privacy regulations).
• Procedures for verifying the accuracy and completeness of records prior to destruction or archiving.
• Protocols for monitoring document storage, usage, destruction, and retrieval processes for compliance with relevant policies/laws.

Define Security and Access Controls in Your Records Management Plan

One of the key components of a strong records management plan is the attention placed on access and security measures to maintain the integrity of your information. Take the time to establish security protocols focused on ensuring that only authorized personnel have access to confidential data.

Establishing Access Controls

In many cases, access controls are divided into two main categories: logical and physical access controls. Logical access controls include authentication measures such as passwords, biometrics, and two-factor authentication. Physical access controls involve physical barriers such as locks, CCTV cameras, and alarm systems.

Other types of access control include role-based access control (RBAC), which restricts users’ ability to view or modify certain data or documents based on their role in the organization, and discretionary access control (DAC), which defines who has the right to grant or deny access to certain resources.

Data Backup Procedures

Create procedures for backing up data regularly so that valuable information isn’t lost in case of technical issues or disasters. Consider using layered backup systems to mitigate against both digital and physical risk factors.

Defining Your Destruction Procedures

Develop destruction procedures to destroy outdated or obsolete files following company policy or legal requirements. Remember, a strong destruction process starts with a clearly defined retention policy. Additionally, specify requirements for both digital and hard-copy information. Be sure to consider these items, when outlining your secure destruction procedures:

• Define the different types of records and how they should be destroyed.
• Specify who is authorized to destroy documents, including any special training or qualifications these individuals must have.
• Describe secure methods for destroying documents such as shredding, burning, pulping or securely erasing digital media.
• Outline processes for verifying that information is destroyed in accord-
• Require written confirmation from all personnel involved in the destruction process.
• Define procedures for documenting and tracking any destruction activity.

Document Review and Audit Processes

The last aspect to consider when developing your records management plan is how you will review, audit, and revise documents as needed. Regularly reviewing and updating stored records allows you to ensure accuracy, completeness, and compliance with relevant laws and policies.

A strong audit and review process should include

1. Regular reviews of document retention policies to ensure compliance with organizational policies and legal requirements.
2. Periodic reviews of records storage locations to identify any potential issues or inefficiencies.
3. Transactions tracking system to monitor document access, usage, destruction, and retrieval processes for compliance with relevant policies/laws.
4. Auditing of records management activities to identify any unauthorized data access or use of documents.
5. Identification of new risks or threats that could affect the security of records and the implementation of appropriate countermeasures to mitigate those risks.

Build Your Records Management Strategy with a Local Partner You Know and Trust

Augusta Data Storage offers comprehensive solutions for businesses in the Augusta area to help them develop their own effective records management plans. We are dedicated to helping our clients protect their valuable data with secure storage systems and advanced technologies and certified secure shredding. Contact us today for assistance developing or updating your current records management plan!

The post Key Elements of a Strong Records Management Strategy appeared first on Augusta Data Storage.

Understanding the Value of Creating Offline Backups

Offline backups provide an additional layer of security for your digital data and they are immune to online threats such as hacking, ransomware, and server crashes. By keeping offline backups, you can ensure that your data is safe, even in the event of a disaster or catastrophic failure affecting your online backups.

Additional benefits of offline backups include:

• Faster restoration times. In most cases, offline backups can be restored faster than online ones due to their physical nature.
• Greater control over access. By keeping your data in an offline backup, you can rest assured that it is protected from unauthorized access and manipulation.
• Extra protection against power outages, natural disasters, and other unexpected events.

Employ the 3-2-1 Backup Strategy:

The 3-2-1 backup strategy is a simple yet effective method for safeguarding your data. This approach recommends creating three copies of your data, with two on different storage media and one stored offsite. Three copies of data is critical for data safety, as it ensures that your information can be recovered even if one or two of the copies are corrupted. By maintaining two versions in different locations, you minimize the risk of losing your data due to theft, fire, or other disasters.

Choose an Appropriate Storage Medium:

There are various storage media options available for offline backups, such as hard drives, flash drives, CD/DVDs, and more. Selecting the appropriate storage medium depends on factors like the amount of data you need to store, the desired level of portability, and your budget. Consider the longevity and reliability of the chosen storage medium, as well as its vulnerability to physical damage. The most common storage medium is an external hard drive, which offers fast transfer speeds and ample storage space for most use cases.

Quality Test Your Backups:

Regular quality testing is crucial to verify the validity of your backups. Data integrity tests and restore tests can help you identify potential issues and ensure that your data can be successfully restored when needed. Consistent testing will help you maintain confidence in your backup system.

Quality Test methods your data security team can employ include:

• Checksum checks – Compares the number of bytes in a data file to the expected value.
• Compare files – Compares files from the current backup to older versions.
• Restore tests – Verifies that backups can be successfully restored and that no data is lost during the process.

Utilize Encryption:

Protect your backed-up data from unauthorized access or malicious activity by encrypting it. The most common tools for encrypting data are secure file encryption, disk encryption, and database-level encryption. By encrypting your offline backups, you can ensure that the data stored on your devices is secure. Additionally, use strong passwords and additional security measures like multi-factor authentication to help further secure your data. Encryption adds an extra layer of protection to your offline backups, making it more difficult for intruders to access your sensitive information.

Execute Regular Cleanups:

Regularly deleting obsolete or outdated files from your backups saves space and avoids potential problems when restoring data later. Keep your backups organized and up-to-date to ensure that you can quickly and accurately restore your data when needed.

Identifying outdated and redundant files can be a labor-intensive process, but the effort is worthwhile to ensure that your backups are kept up-to-date. We recommend having a data security specialist review the contents of your backups at least annually to avoid potential issues.

Create a Destruction Plan for Outdated Backups:

When backups are no longer needed, it’s important to dispose of them securely. Develop a destruction plan to prevent unauthorized access to your outdated backups. This may involve physical destruction of storage media or secure digital wiping methods.

Alternatively, our team at Augusta Data Storage offers a full range of destruction services for all types of data storage media, from hard drives and flash drives to CD-ROMs and optical discs.

Vault Storage Services at Augusta Data Storage

Vault storage services at Augusta Data Storage provide secure and reliable offline storage for your data. Our vault services offer secure storage, protection from disaster, and continuous monitoring to ensure the safety of your data. We employ advanced security measures, including physical locks and alarms, to prevent unauthorized access and climate control systems in place to ensure ideal environmental conditions for your data. We also provide a range of other data maintenance services, such as backup maintenance and quality testing. Our experienced team is committed to providing the highest level of data protection and security.

With Augusta Data Storage, you can rest assured that your data is in safe hands. Contact us today for more information about our vault storage services.

The post Tips for creating strong offline backups for your digital data appeared first on Augusta Data Storage.

This process is essential for businesses, government agencies, and individuals who handle classified information. A secure shredding company follows strict guidelines and regulations to ensure that all documents are destroyed beyond recognition, making it impossible for anyone to retrieve or use the information.

This process not only protects organizations from legal and financial consequences but also safeguards their reputation and prevents data breaches that could result in catastrophic effects. Choosing a certified secure shredding provider can give you peace of mind knowing that your confidential information is in good hands.

NAID certification

NAID (National Association for Information Destruction) certification is a highly regarded certification in the world of information destruction services. NAID acts as a consumer protection organization that audits data destruction service providers and conducts research to improve the process and standards for information destruction. To obtain this certification, companies must meet standards that ensure they can effectively destroy sensitive documents and digital media.

In information management, A NAID certification proves that companies take the protection of sensitive information seriously. That is why Augusta Data Storage has maintained its strict compliance with the NAID-AAA certification program. When you are trusting your most important information to a service provider, you need to ensure that the company holds itself to the highest standards. If you’re looking for a reliable and trustworthy company for your information destruction needs, give us a call. 

What are the NAID requirements?

To maintain NAID certification, a company must meet a rigorous list of requirements:

• Conduct background investigations and criminal record searches for every hire.
• Require employees to sign confidentiality agreements.
• Require all drivers to meet licensing requirements.
• Have hiring and drug screening for employees.
• Maintain GPS tracking for all vehicles to manage fleet route details.
• Maintain written policies and procedures.
• Require uniforms and ID badges for employees.
• Transport customer materials properly.
• Require all vehicles to have lockable cabs and cargo areas.
• Maintain a shredder that meets certain specifications.

Choosing a data destruction service that is NAID certified fulfills your legal responsibility with all data protection regulations so you have “proof” that you demonstrated efforts to ensure record management in the event of a lawsuit.

What are the benefits of working with a secure shredding partner?

Working with a secure shredding partner offers a host of benefits that go beyond simply shredding documents. Along with providing a safe and secure way to dispose of sensitive information, may of these certified shredding partners often offer additional services such as document storage and onsite document destruction. 

This means that you have access to a comprehensive range of solutions that can help you better manage your information and protect your business. What’s more, a reliable shredding partner can help you stay compliant with industry regulations and even offer a certificate of destruction. With a trusted partner by your side, you can focus on what matters most – growing your business.

What types of organizations should be using a secure shredding partner?

In today’s world, businesses of all shapes and sizes are expected to prioritize the safety and security of their clients’ data like never before. But for certain sectors- protecting sensitive information isn’t just a good idea, it’s a requirement.

Healthcare

Healthcare organizations must prioritize the security and safety of their patients’ data. It is essential for them to use a secure shredding process as it helps protect confidential information, patient records, and other sensitive documents. Laws like the Health Insurance Portability and Accountability Act (HIPAA) require mandatory retention laws that require medical records to be kept for a period of time and then securely shredded to prevent disclosure or a data breach.

Government Organizations

Government organizations handle a lot of sensitive information, including confidential records and documents related to national security. As such, it is essential for them to have a secure shredding process in place that meets the highest standards for data protection. It also is necessary in order to avoid security breaches and identity theft and ensure data security and compliance.

Legal Firms

Legal firms are responsible for financial and legal documents, client data, and sensitive records. It is vital that they use secure shredding to protect this information from unauthorized access. To make sure that client information is secure and to avoid the risks of fines or violations, working with a secure shredding service is the best way to keep private documents from getting into the wrong hands.

Financial Institutions

Financial institutions work with documents that contain important personal information regarding their clients such as account numbers, social security numbers, or addresses. If not destroyed properly, identity theft or fraud is a possibility. Secure shredding ensures that confidential information cannot be accessed or used by third parties, allowing clients to feel safe knowing their private data and information is in good hands.

Finding the Right Secure Shredding Partner for Your Business

Partnering with a data destruction company is an essential step towards maintaining compliance with government regulations and industry standards. Whether it’s medical records, legal documents, or financial statements, investing in a shredding partner you can trust is a smart move for any business that handles confidential information. Don’t take unnecessary risks with your clients’ data; safeguard your reputation and your bottom line by using a secure shredding process. Contact us today to learn more about our on and off-site secure shredding options.

The post What is Certified Secure Shredding? appeared first on Augusta Data Storage.

Having a reliable product destruction provider offers peace of mind and legal protection from any liabilities associated with mishandled products as well as providing you with an edge over competition.

What is Product Destruction?

Product destruction may seem like a harsh term, but it’s actually an essential process that ensures the safe and responsible disposal of goods such as

• branded merchandise
• recalled items
• defective electronics
• expired medications and medical devices
• unwanted prototypes or samples
• outdated documents, records, and contracts
• electronic media such as hard drives, flash drives, and CDs/DVDs
• over runs, limited edition products, defective items

Proper product destruction helps businesses dispose of items that could potentially harm consumers, the environment, or both. Not only is it important for companies to protect their brand reputation and avoid legal issues, but it’s also crucial for overall safety and wellbeing.

What are the Benefits of Product Destruction Services for Businesses and Manufacturers

Product destruction services offer a range of benefits to businesses and manufacturers.

Firstly, it allows them to securely dispose of products that have failed quality control or have been returned by customers. This not only reduces the risk of these products ending up in the wrong hands but also protects the brand’s reputation.

Secondly, product destruction services can also help businesses comply with environmental regulations by safely disposing of hazardous materials.

Finally, using product destruction services can also provide peace of mind for businesses and manufacturers, as they can be assured that their products will be destroyed in a secure, confidential and environmentally-friendly manner.

With all these benefits, it’s no wonder why more and more businesses are turning to product destruction services.

Who Typically Requires Product Destruction Services?

When it comes to ensuring the protection of their brand and confidential information, certain industries can’t afford to take any risks. Companies across a variety of industries continue to prioritize specialized destruction services. But it’s not just about safeguarding sensitive data – even clothing and product manufacturers recognize the importance of destroying items that could pose a threat to their brand reputation. For many companies, secure product destruction is an essential part of their business strategy to maintain trust and credibility, and prevent potential disasters down the line.

Pharmaceutical and medical device companies

Pharmaceutical and medical device companies must comply with stringent regulations to protect the public from faulty or contaminated products. Product destruction services provide a secure and reliable way to dispose of any outdated, faulty, or recalled products before they can enter circulation.

Aerospace companies

Aerospace companies use product destruction services to protect sensitive information and ensure the safety of their products. Disposing of items that could potentially harm consumers or the environment, allows them to maintain trust and credibility in their industry. Product destruction also helps aerospace companies comply with regulations and prevent any disasters down the line.

Defense contractors

Defense contractors use product must protect information related to their equipment and operations. By securely destroying items that could potentially compromise national security, they help ensure the safety of their products, people, and infrastructure. It also helps them comply with government regulations regarding the handling of hazardous materials and confidential information.

Legal firms

Legal firms often need to securely dispose of confidential documents containing sensitive information such as personal details, financial records, and trade secrets. Product destruction services provide a secure and reliable way for legal firms to ensure that any confidential documents are completely destroyed, protecting their clients and preventing the unauthorized access to valuable data.

Toy companies

Toy companies use this service to protect their brand reputation and prevent potentially hazardous products from entering circulation. Product destruction also helps toy companies comply with safety regulations and avoid any hazards.

Product manufacturers

Product manufacturers often require the use of product destruction services to ensure that their products are securely and safely disposed of, protecting their brand reputation and preventing hazardous items from entering circulation. Product destruction services provide a reliable and secure way for manufacturers to dispose of any outdated, faulty or recalled products before they enter circulation. This helps manufacturers remain compliant with industry regulations.

Clothing and Retail Brands

Clothing and Retail Brands need to protect their brand reputation, prevent hazardous items from entering circulation, and comply with industry regulations to ensure that only safe and reliable goods are available for sale. Product destruction also helps clothing and retail brands maintain brand integrity by limiting black market access to branded products.

Quality Control in Secure Product Destruction

When it comes to secure product destruction, quality control is essential. Not only do companies need to ensure that their products are being destroyed in a secure manner, but they also need to verify that the destruction is complete and thorough.

Quality control measures can include checks and balances such as weighing destroyed materials and verifying chain of custody documentation. These efforts not only help protect sensitive information but also ensure compliance with regulatory standards.

Working with reputable and experienced secure destruction providers that place a strong emphasis on quality control measures provides peace of mind that their confidential materials are being handled in the most secure and efficient manner possible and ensures the integrity of their destruction efforts.

Ensuring Compliance with Regulatory Standards in Your Destruction Processes

In today’s business climate, there is an ever-growing concern for the security of sensitive information. Many regulations have been put into place to ensure the proper handling and disposal of products and information.

Ensuring compliance through secure product destruction is not only important for legal reasons but is also an integral part of maintaining trust with customers. At the end of the day, businesses must take responsibility for the proper disposal of sensitive information and unsafe or unusable products.

When developing compliance protocols for your product destruction and disposal consider the following regulatory guidelines:

• The Resource Conservation and Recovery Act (RCRA)
• Hazardous Waste Management System (HWMS) regulations
• Department of Transportation (DOT) regulations
• Environmental Protection Agency (EPA) standards
• Occupational Safety and Health Administration guidelines
• State-specific laws on hazardous waste disposal
• U.S Customs and Border Protection requirements for imports/exports
• International Trade Data System Export Control Compliance guidelines

How to Choose a Reliable Secure Product Destruction Provider

When it comes to choosing a reliable and secure product destruction provider, it’s important to keep a few key things in mind.

Firstly, look for a provider that has years of experience in the industry and a track record of success.

Additionally, ensure that the provider utilizes the latest technology and equipment to ensure that your products are destroyed in a safe and secure manner.

Another important consideration is the provider’s commitment to sustainability and environmental responsibility – look for a company that recycles or disposes of your products in an eco-friendly way.

By taking these factors into consideration and doing your research, you can find a product destruction provider that you can trust to handle your sensitive materials with the utmost care and professionalism.

Augusta Data Storage: Your Local Destruction Specialist

Secure product destruction services are a great asset to businesses and manufacturers who need to safely deal with excess or out of date inventory. When done correctly, destruction can provide businesses the peace of mind to know that their unused products or materials do not end up in the wrong hands. The specialized experience of Augusta Data Storage’s destruction team means that your destruction projects are correctly handled and your company has the assurances it needs. Plus, working with our team provides you with extra assurance through a secure chain of custody and detailed logging for compliance requirements.

Reach out today to schedule your next destruction project, and let Augusta Data Storage take care of your product destruction needs!

The post Why Your Business Needs Product Destruction appeared first on Augusta Data Storage.

To ensure the safety of records during an office move, it is important to know the potential risk factors and then create a comprehensive plan for packing and transporting records securely. For over 30 years, our team at Augusta Data Storage has been a trusted partner in records management and relocation services, so we’ve rounded up all our top tips to help you ensure your records arrive at your new office, safe and sound.

Preparing Sensitive Records for an Office Move

When preparing for an office move, carefully assess all documents and information that must be relocated. Create a list of all confidential information, such as personal data or financial records, so you can identify which items require extra precautions. It’s best to only keep necessary documents during the move so you can reduce the number of items that must be packed and transported.

Now is a great time to consider secure purge shredding to ensure your records are properly disposed of and you have a certificate of destruction for your compliance records.

Know your risk factors

As you prepare to relocate your records, you’ll want to be familiar with the key risk factors for information breaches. Consider the potential threats and identify any security vulnerabilities at your current office space.

Here are some questions to consider as your make your moving plan:

Are you working with a third-party moving company to transport the records?

If so, make sure they have experience in handling confidential documents and data.

Will the records be stored in a secure facility while your new office is being constructed?

You’ll want to review their security protocols, such as camera surveillance and restricted access.

How will you prevent unauthorized access to your records during transport and relocation?

Come up with a plan to ensure each box or container is properly labeled and tracked throughout the move. You’ll want to maintain a tight chain of custody throughout the process, identifying all parties who will have access to the information.

How will you mitigate misplaced or files that get scrambled or damaged during relocation?

Create a backup system, if possible, and make sure to store the information in multiple secure locations. Additionally, having the right supplies on hand can make a huge difference and having a plan to maintain and efficiently re-establish your filing system at your new office can help limit the amount of records that are misfiled after your move.

Pro Tip: Be sure to review your records management plan with your employees, so everyone understands their role in the move and how to protect confidential data during transit.

Ahead of your office move, take these steps to protect your records and prepare them for relocation

Make an Inventory: Create a comprehensive list of all the materials that must be relocated and update it as you move through each packing step.

Purge unneeded records: Shredding is the best way to dispose of your records and keep them out of the wrong hands. Review your internal and industry-specific retention requirements and securely destroy any unneeded or outdated records ahead of your move.

Label Everything: Securely label all storage containers, bins, or boxes that contain records. Many companies choose to use color coding to expedite the process and easily identify confidential documents.

Pack Strategically: Take extra precautions when packing sensitive documents, such as wrapping them in plastic and storing them securely within a box or bin.

Maintain a Chain of Custody: Make sure to create and maintain a chain of custody log that identifies who has access to the documents at every stage in the move.

Secure Transport: When hiring a moving company, make sure to review their security protocols and ensure your records are transported safely and securely. Additionally, always have someone available to oversee the move throughout the process.

Trust your transport to the records management experts at Augusta Data Storage

At Augusta Data Storage, we understand the importance of protecting your records in times of transition. Our specialized records relocation services are designed to help protect your filing hierarchy, reduce downtime, and mitigate risks to your information throughout the process. From purge shredding and relocation to off-site storage and beyond, our team offers comprehensive records management services for businesses, healthcare providers, and government agencies across the Augusta, GA area.

Reach out to us today to learn more about how our about secure document storage, destruction, and records relocation services can help you simplify your office move. We’ll help you keep your confidential information safe throughout the entire process.

The post How to Ensure Records Safety During an Office Move appeared first on Augusta Data Storage.

Steps to Risk Assessment

Carrying out risk assessments allow organizations to make informed decisions concerning resource allocation, tooling, and security control implementation. The four steps to successful security risk assessment include Identification, Assessment, Mitigation, and Prevention.

1. Identification: Identifying all critical assets.

2. Assessment:  Assessing vulnerabilities and risks.

3. Mitigation: Mitigating asset vulnerabilities.

4. Prevention: Preventing asset risks.

Completing annual risk assessments poises your organization for emergency response and recovery, reducing the chances of data loss, compromised information, or worse.

Primary risk factors for information security

The rapid advancement of technology and the emergence of new threats in the digital world have made information management risk assessment a critical component of any business’s security strategy. There are several primary risk factors that organizations must consider when carrying out their information management risk assessments.

These include

• increased reliance on cloud-based technologies,
• BYOD policies
• cyber attacks and data breaches
• rising complexity of compliance with regulations such as GDPR and HIPAA
• employees or contractors with access to sensitive data
• vulnerabilities associated with third-party vendors or service providers that store organizational data on their systems
• emerging risks posed by artificial intelligence (AI) and machine learning technologies
• lack of understanding and education on risk factors and preventative measures
• vulnerabilities of remote workforce and remote information access

By understanding these key areas of potential risk exposure – along with other emerging trends – businesses can ensure they are taking adequate steps to protect their assets against future threats.

Best practices for information management of hard copy records

As organizations grow, their reliance on physical paper records to store sensitive data increases. Properly managing hard copy records is essential for complying with regulations and avoiding costly data breaches. To ensure that all hard copy documents are properly managed and securely stored, it’s important to follow best practices for information management of hard copy records.

As your organization works to improve information management systems, consider implementing these best practices:

• Develop a formal document retention policy and establish procedures for securely storing documents.
• Regularly monitor access to the physical records and ensure that only authorized personnel have access.
• Ensure all hard copy documents are stored in secure locations such as locked filing cabinets or fireproof safes.
• Perform regular inventory checks of the hard copy documents and ensure that only relevant documents are being stored.
• Create a clear chain of custody for your records and information
• Implement a secure destruction process for disposing of documents that are no longer needed, to prevent them from falling into malicious hands.

Best practices for information management of digital records

In the digital age, information management systems are essential for businesses to protect their sensitive data and comply with regulations. Properly managing digital records is just as important as hard-copy documents, and organizations should take steps to ensure that all digital records are securely stored and managed. To help streamline your processes, here are some of the best practices for effectively managing digital records within your information management systems.

• Create separate user accounts and passwords for each employee with access to the system.
• Ensure that only authorized personnel have access to digital records.
• Conduct regular audits of your information management systems, tracking who has accessed or modified files.
• Encrypt all data stored in the system, and use secure protocols when transmitting information over networks.
• Always back up data in multiple secure locations, cerating layered backup systems.
• Implement two-factor authentication for logging into the system and accessing files.
• Use software that can detect and alert you of malicious activity or potential security threats.
• Update your information management systems regularly to ensure they are secure against new cyber threats.
• Regularly review policies and procedures, and train employees on proper information management practices.

Layered backup systems help protect information systems against damage and loss

A layered backup system is an approach to data protection that uses multiple layers of backup to ensure that critical information assets remain secure. It involves the use of both on-site and off-site backups, with different technologies used for each layer. This allows organizations to protect against a wide range of potential threats, from natural disasters and power outages to malicious attacks, ensuring that data is preserved and available when needed.

Layered backup systems offer numerous benefits for businesses, such as improving the speed of recovery after a disaster strikes and reducing the risk of lost or corrupted data. They also provide greater flexibility in terms of where and how backups are stored, allowing organizations to tailor their backups to their specific needs and requirements.

By implementing a layered backup system, organizations can ensure that critical information assets remain secure and available when needed, giving them peace of mind knowing that their data is safe and sound. A layered backup system can be the difference between surviving a disaster or experiencing catastrophic data loss, so it’s essential to create one that is tailored to the specific needs of your organization.

Data retention policies ensure the appropriate management of information systems through a designated destruction date

Organizations must have clear and effective data retention policies in place in order to ensure compliance with applicable laws and regulations. These policies define how long certain types of data should be retained, when that data can be destroyed, and who is responsible for data retention. It’s important to create a consistent set of rules and procedures for handling data, as well as an audit trail for tracking any changes.

Data retention policies should also define who has access to the information, how it can be used, and whether it can be shared with third parties. By having clear policies in place, organizations can ensure that data is properly managed and secured, preventing unauthorized access or accidental deletion.

Effective data retention policies are essential for any organization looking to maximize its information security. They provide a level of consistency and clarity when it comes to managing digital records, ensuring that all personnel handling sensitive information are compliant with applicable laws and regulations. It’s important to review your policies regularly to ensure they remain effective and up-to-date.

Secure Storage Services offer increased protection for your digital and hard copy records

Augusta Data Storage offers fundamental services as remedies to the numerous risks and vulnerabilities affecting information management today, ensuring your data remains safe and accessible to you 24/7 in the event of an emergency. Our secure climate-controlled vault allows us to safely store your critical data off-site and offline, with easy-to-use barcode tracking and flexible delivery features. No matter the format, we’ve got secure and accessible options for your peace of mind.

For clients in healthcare, legal, and financial service industries requiring hardcopy management, take advantage of our scan-on-demand services. Augusta Data Storage offers storage and immediate access to hardcopy records. Simply make a request for retrieval and our team will locate and securely deliver the data to you. Whether your organization is looking to store records or create backups, our state-of-the-art facilities and secure ease of access options are sure to meet your requirements.

Human error, system failure, and natural disasters like fires, floods, and tornadoes- these are the hazards invariably facing data security. Performing information management risk assessments prepares you for the worst, saving your data (and perhaps even your organization) from the unexpected. Mitigate the risks involved and secure your critical assets by creating copies across secure online, offline, and off-site systems.

DISCLAIMER: The information contained in this article is a collection of best practices across various industries. When completing a risk assessment for your organization, it is best to seek the guidance of an industry-specific compliance officer and governing body.

The post How to Perform Information Management Risk Assessments appeared first on Augusta Data Storage.

Instead, owners should turn to professional records management solutions who can help ensure that documents and data remain safe, secure and easily accessible.

Why businesses choose self storage for records management?

Self-storage facilities are a common choice for records management and document storage by business owners because they offer convenient, affordable, and quick off-site storage.

Inevitably, there comes a day when the sheer volume of physical records becomes simply too much for a company to store on-premises, and in order to quickly resolve the issue business owners turn to self-storage solutions.

Contracts are quick to establish and can be up and running in an afternoon, and in just a few quick trips the documents can be moved offsite.

Additionally, the cost of self-storage is often seen as a bargain when compared to other, more secure, options.

The Risks of Self-Storage for Records Management

Unfortunately, the choice to save money and time by using a self-storage solution can be much more costly for businesses than many owners anticipate. Here are some of the common risk factors you should be aware of:

Unauthorized Access

• Most self-storage facilities offer access to any tenant without verifying the identity of the person requesting access and this can leave your business records vulnerable.
• Physical security measures can be inadequate and a lack of monitoring coupled with easy access by anyone make self-storage facilities an easy target for theft.

Damage/Loss Due to Poor Storage Conditions

• Self-storage facilities are not designed with records management needs in mind and often lack the climate control and other environmental safeguards necessary to protect records over time.
• Without an adequate humidity level, documents can be prone to warping, fading, discoloration and even mold growth.

Pests and Rodent Damage

• Self-storage facilities are often prone to insect and rodent infestations, which can cause physical damage to paper documents. Rodents will also nest inside containers made of porous materials such as cardboard or plastic.

Inability to Comply with Regulations

• Self-storage is not always compliant with HIPAA regulations, or other data privacy and security laws. The lack of control over who accesses your records and the poor environmental conditions can put a business at risk of not being able to comply with regulations.
• Additionally, there are rules around how long you can store documents, and if you cannot access them when needed due to the structure of self-storage this could result in non-compliance.

What are the alternatives to self-storage facilities?

The most secure option for storing your business records is to invest in an offsite professional storage facility. A professional document storage company like Augusta Data Storage will offer secure, climate-controlled, and monitored storage space to ensure that your records are kept safe from unauthorized access and environmental damage.

Additionally, document storage companies provide a secure, reliable and compliant way to store your records with features such as bar-coded tracking systems, electronic access logs, and pick up and delivery services.

By choosing offsite professional storage for your records you can ensure that your business data is secure and protected in a compliant manner and have peace of mind knowing that your records are easily accessible when needed with no extra trips to the storage facility.

Ready to Get Started with Augusta Data Storage?

We work with companies across the healthcare, higher education, finance, and legal industries to help keep their data secure, safe and compliant. Get in touch for a free consultation today and find out how Augusta Data Storage can help protect your business records and ensure compliance with regulations.

The post The Risks of Self-Storage for Records Management appeared first on Augusta Data Storage.

While many healthcare providers have moved to Electronic Healthcare Records, some still have a backlog of older patient records that need to be archived in a storage area or digitized and uploaded into their new electronic records management systems. No matter how you’re managing these records security and compliance should be top-of-mind.

We recognize that patient care and managing your practice is your first priority and that is why we work to maintain a comprehensive records management program designed to fit the needs of our area’s healthcare providers.

Why your practice needs a robust medical records management plan

In the information age, the threat of malicious attacks or even mismanaged personal information can be detrimental – especially at scale. For any hospital or medical practice looking to secure records and patient data, a robust medical records management plan is a must. There are several benefits to consider when it comes to prioritizing records management strategies, for example:

Improved compliance

A strong records management plan ensures an increased level of compliance across your information management systems. Building your plan around regulatory requirements for storage, access, and destruction is the best way to ensure your organization meets the requirements of HIPAA and other, rapidly evolving privacy laws.

Operational Efficiency

Organizing and even automating your medical records management system can help you increase the accuracy and speed of delivery of patient care. Smart records management services can help you streamline processes, reduce paperwork and keep the focus on your practice’s core mission.

Monitor access to records

With a comprehensive records management program, healthcare providers can create systems to monitor and even limit access to patient records and other sensitive information, whether they are stored digitally or as hard copy records.

Effectively manage retention schedules

One of the crucial, and often overlooked, components of records management programs is retention and destruction. Having a clear, actionable plan for the retention and destruction of records can help you mitigate the risk of patient data being mishandled or falling into the wrong hands.

Understanding the Regulatory Requirements for Medical Records Management

Information security requirements have been on the rise in recent years, and when it comes to medical records and patient information, the regulatory requirements for how you should manage, store, and access this information can be quite stringent.

The Health Insurance Portability and Accountability Act (HIPAA) is the most well-known regulation, and it covers a wide range of topics from patient privacy to unauthorized access. It’s important to remember that medical records management regulations vary from state-to-state, so if you are operating across multiple states, research each state’s requirements to ensure that your records management system is compliant.

Other legislation to consider as a part of your information management strategies include:

• The Gramm-Leach-Bliley Act
• Sarbanes Oxley Act (SOX)

Ready to get started with a medical records management system?

At Augusta Data Storage, we offer a comprehensive suite of services for healthcare providers looking to streamline their medical records processes and achieve compliance with the latest regulations. Our team of experienced professionals put together a quick guide to help you get started in building out a secure medical records management program while keeping compliance top of mind.

Key Components of a Strong Medical Records Management System

When it comes to building a records management program for overseeing patient records and confidential information within your medical practice, there are a few key components that you’ll want to ensure are a part of your plan.

Medical Records Management (MRM) is the practice of collecting, organizing, storing and tracking patient data in a secure and compliant manner. It involves the use of processes, software and systems to ensure that confidential health information is collected, maintained and made available when needed. This includes the maintenance of paper records as well as electronic ones.

Records Collection & Organization

Records collection and organization is a key components of a medical records management program. This process involves the collecting and organizing of patient data, securely and in compliance with relevant laws and regulations. It is important to recognize that this process applies to both paper and electronic documents.

Organizing records correctly will help ensure that the information is easily accessible and quickly retrieved when needed. This includes properly filing records and making copies of them, as well as labeling and coding documents with unique identifiers for easy retrieval.

Secure Records Storage & Access

To ensure patient information is kept secure, healthcare providers need to be able to store and control access to both electronic and paper documents. The process involves creating a secure environment for storing sensitive data, as well as granting appropriate user access and controlling the viewing and sharing of documents.

It is important to note that access and controls should be monitored on a regular basis to ensure that only authorized users are accessing information and that confidential data is not being shared without permission.

Record Retention & Destruction

Finally, a major component of medical records management is the process of record retention and destruction. This involves the tracking and management of documents to ensure that they are stored for appropriate periods of time, in compliance with legal regulations, as well as destroyed when no longer needed. In many cases, monitoring and documenting these retention and destruction schedules is crucial or even required for maintaining compliance.

Employee Education and Training Drive Success of Records Management Programs

Employee education and training is important for a medical records management program to work. Employees need to know what to do with patient information and how to keep it safe.

Training helps them understand how to collect, organize, store and use records in the right way. Education and training also help employees become more aware of the importance of confidentiality and security when handling sensitive data. Key things to include in your employee education are:

• expectations and requirements of your records management program
• how employees should report non-compliance
• updates to regulatory requirements
• new and emerging risk factors
• tools and resources for improved compliance

We’re here to help

If your practice is ready to take that next step in cultivating a robust records management plan, we’re here to help you every step of the way. Our team has extensive experience in helping healthcare providers streamline their records management systems and stay compliant. Here’s a look at just a few of the ways we’re helping local medical practices, hospitals and healthcare providers improve their records management systems.

4 Medical Records Management needs, one solution – Augusta Data Storage

Record Storage Services

While many new medical records are created in digital format, healthcare providers still have a variety of archived and possibly active records that require secure storage. If your facility is tight on space, we offer over 100,000 square feet of secure record storage space in our facility.

Our warehouse is outfitted with restricted entry access points, video surveillance monitoring, and barcode location tracking for each individual record located in our facility.

In addition to storing your records, we also offer 24/7 retrieval access service to ensure that you can have your records when your team needs them.

Media Storage Services

For many medical facilities, tapes and specialty media are often used to archive scans and x-rays and these specific media require specialized storage to protect them. Our facility is outfitted with a secure, climate-controlled media vault to ensure that your electronic media is protected from environmental wear and tear and information breeches. 

Document Imaging Services

As the move to paperless practices continues, we recognize that many medical providers may require digitizing of their archived records. We offer document imaging services to help you bridge the gap between paper and digital!

Records Destruction Services

Whether your records are outdated and in need secure destruction OR you have transferred them over to an electronic health records system, our NAID AAA Certified document destruction services ensure that your records are secure and in compliance through the end of their useful life. Records are shredded in our facility and customers will receive a document of destruction for compliance and archiving purposes.

If your medical practice is looking to maintain compliance in their day-to-day operations, consider our scheduled shredding services, which provide customers with locked disposal bins to collect office waste and regularly scheduled visits from our mobile shred unit.

The Leading Records Management Providers in the Augusta, GA Area

We understand that every healthcare provider is unique and as such, we’re here to provide you with customized solutions that fit your unique needs. Whether you need records storage services, document imaging services, media storage services or records destruction services – we have the resources in place to help you streamline your processes.

For over 25 years Augusta Data Storage has been working to provide comprehensive records management services with a specialized focus on serving the large population of healthcare providers across the Aiken – Augusta area. From storage to digitizing to purging and more, we’re here to ensure that you have a partner you can trust.

The post An Inside Look: Medical Records Management Services appeared first on Augusta Data Storage.

The Big Picture

In 2022, there were more than 4,100 publicly disclosed data breaches and Q3 of 2022 alone saw a 70% increase in data breaches.

Experts report that these breaches accounted for over 22 billion records being compromised, across the globe.

The average data breach costs in 2022 is $4.35 million, a 2.6% rise from 2021 amount of $4.24 million.

Know the Threats

The best way to protect yourself from increased malicious activity is to know the most common threats that exist for your organization and the information you manage. In 2022 the top data breach threats were:

1. Social Engineering Attacks: These types of attacks use a variety of techniques such as phishing, pretexting, and tailgating to try to gain access to sensitive information.

2. Malware Attacks: Cybercriminals use malware to infect computers, applications, and networks with malicious code in order to gain access to confidential data.

3. Insider Threats: Insider threats are those that come from within an organization, such as employees or contractors with malicious intent to gain unauthorized access to data or commit fraud.

4. Unsecured Data: This type of breach is caused by weak security measures allowing criminals to access sensitive information without authorization.

Top Data Breaches of 2022

With a sizeable increase in the number of records compromised, it’s no surprise that the top breaches in 2022 saw some of the most large-scale attacks and attempts to resell user data and personal information to date. In many cases, the data was held for large ransoms, which firms elected not to pay, as these measures have proved ineffective in preventing information from surfacing on the dark web.

MediBank Data Breach

One of the largest breaches of 2022 happened in Australia when health insurance provider MediBank reported that data of over 9.8 million past and current customers had been compromised.

Los Angeles Unified School District Breach

A breach of the LAUSD compromised over 5000 GB of data containing personal identifying information, including passport details, Social Security numbers and tax forms, contact and legal documents, financial reports with bank account details, health information, conviction reports and psychological assessments of students.

Optus Data Breach

In September over 9 million customers of the Australian Telecommunications provider Optus suffered a massive data breach that exposed names, dates of birth, phone numbers and email addresses and even physical addresses and personally identifiable information like driving licenses and passport numbers of some customers.

DoorDash Breach

In August 2022 the names, delivery addresses, phone numbers, and email addresses of some 4.9 million customers were leaked in a hack that the company later said was the result of a targeted, sophisticated phishing campaign on one of their third-party vendors.

Healthcare Providers Face Increased Risk

Because of the types of information available within their systems, hospitals, healthcare providers, and insurance agencies continue to be some of the hardest-hit sectors when it comes to data breaches.

Check out this report with some staggering statistics about data breaches in the healthcare industry over the last few years.

When it comes to breaches, knowledge is power

Data breaches are becoming more frequent each year, and their size and scope are growing as well. As information managers, IT security officers, and information security officers it’s important to stay up-to-date on trends so you can develop a comprehensive security plan for your organization. Implementing the proper controls and tools to keep data safe is key, but educating staff and users on potential threats and best practices can go a long way in preventing malicious activity from occurring.

Good security starts with knowledge – so make sure you’re staying informed about the common threats facing organizations today!

The post 2022 Data Breach Summary Report appeared first on Augusta Data Storage.

Secure shredding with a certified partner who can provide you with a certificate of destruction is a strong next step in protecting your data, but many businesses overlook this as a preventative solution. We’re sharing more about why these security measures should be an integral part of any comprehensive document management strategy.

What is a Certificate of Destruction and why do businesses need it?

A Certificate of Destruction is an important document issued by a professional destruction service provider when they have securely destroyed confidential materials. It is a legally binding document that ensures the destruction of confidential information has taken place, and it also serves as proof of compliance with various laws, regulations, and best practices related to data privacy.

The purpose of a Certificate of Destruction is to provide organizations with evidence that they have taken steps to ensure proper disposal of confidential material such as hard drives, paper records, or any other medium containing sensitive information.

Improving information security through certified secure shredding

Organizations have an obligation to protect their customers’ private information and must ensure that such data is handled in a secure manner through final disposal.

In many countries, there are laws and regulations which require businesses to implement methods for destroying confidential materials in order to minimize the risk of data breaches or misuse. A certificate also provides evidence that these regulatory requirements have been met.

Furthermore, certain industries are subject to audits that require them to prove compliance with destruction requirements; therefore, having a valid Certificate of Destruction can help save time during audits by providing documentation that can be easily verified.

When should I obtain a certificate of destruction for secure shredding?

Businesses should obtain a Certificate of Destruction when they need to verify that physical assets such as computers, servers, or hard drives have been safely and properly destroyed.

When dealing with physical assets, businesses must ensure that all data and materials are securely erased from those devices before they are disposed of. A Certificate of Destruction provides proof of this process and can be used as evidence in case of any legal disputes or investigations regarding the proper disposal of these assets. Additionally, having a Certificate of Destruction serves as additional protection against any potential litigation or regulatory issues related to improper asset disposal.

How do I obtain a certificate of destruction?

The process for obtaining a certificate of destruction depends on the service provider you choose. Most reputable document destruction companies offer this documentation as a part of their certified processes.

Whether you opt for on-site, mobile shredding or off-site shredding services, your certificate(s) should be made available to you at the conclusion of destruction.

The certificate should clearly state when, where, and how the item was destroyed, along with contact information for both parties involved in order to verify its authenticity.

How to find a secure shredding partner

When choosing a service provider for your document destruction needs, it is important to consider factors like cost, customer service, experience in secure document destruction services, and reputation amongst other clients.

Additionally, it’s important to make sure that all legal requirements are met when disposing of confidential documents by verifying that the organization is compliant with all relevant laws governing data protection and privacy rights. Doing so will not only protect you from potential liability issues but also ensure that your personal or business data remains safe from unauthorized access or misuse.

What do I do with my certificate of destruction?

When an individual has obtained a certificate of destruction, the primary purpose is to provide evidence that all material and confidential information have been completely destroyed.

The document should serve as proof that the company or organization took all necessary steps to ensure that no sensitive materials fell into the wrong hands. Depending on the type of material and its importance, a certificate of destruction may need to be kept for a longer period of time than other documents.

Generally, such certificates should be retained for one to three years after disposing of the information. This proves that all steps were taken in accordance with legal guidelines or company protocols when disposing of the materials. For precise retention requirements speak to your organization’s information officer.

How does a certificate of destruction protect my business?

By having a certificate of destruction, businesses can have peace of mind knowing that their confidential information has been securely destroyed without putting their business at risk.

The certificate serves as proof that the business has taken appropriate steps to protect itself against any potential liabilities resulting from an unauthorized release of data. Additionally, it shows that the company has taken the necessary precautions to ensure its confidentiality and handle any sensitive data with care.

With this document in hand, companies are able to feel more secure about their data security practices and have evidence should they ever face any compliance audits or legal issues related to the disposal of confidential information.

Improve your secure destruction processes with Augusta Data Storage

With so much on the line, it’s crucial you partner with a secure shredding company you can trust. At Augusta Data Storage, we have years of experience handling sensitive information and work with some of the most reputable businesses, healthcare providers and government offices across the CSRA. Schedule your secure shredding services today.

The post The Power of Protection: Certificate of Destruction is Key To Protecting Your Business appeared first on Augusta Data Storage.

Secure Records Management Services

Augusta Data Storage offers both NARA (National Archives and Records Administration) approved facilities as well as standard facilities for records management. Our NARA-approved facilities meet a strict set of criteria for records security and facility safety measures and we are proud to be one of the only NARA compliant facilities in the state of Georgia.

Throughout our facilities, we have incorporated advanced security features such as

• surveillance cameras
• restricted entry access
• motion detectors
• and more

to ensure no unauthorized personnel have access to sensitive documents. Additionally, fire suppression systems are installed throughout to protect records in the event of a fire.

Records Access and File Tracking

When you need access to your information, time is of the essence. Augusta Data Storage offers 24/7 retrieval access for stored files and tapes. Additionally, all items in our warehouse are barcoded and tracked so that we know when they are checked in and out, and by who, adding an extra layer of security in your chain of custody.

Secure Document Destruction Services

Have old and outdated documents, or records at the end of their required retention period? Augusta Data Storage offers secure shredding services to provide your business that final layer of protection for documents.

Whether you’re preparing for a one-time purge or you have setup a regularly scheduled shredding service, our team works to ensure the integrity of your information through final destruction. Here are a few added layers of security you can count on when you choose Augusta Data Storage.

NAID-AAA Certified Secure Shredding

Augusta Data Storage is committed to providing the highest level of security for customers’ sensitive and confidential documents. To ensure complete protection, Augusta Data Storage is NAID-AAA certified for records and hard drive shredding. This certification requires that the shredding process meets stringent standards that ensure the destruction of documents is performed securely and responsibly. All documents destroyed by Augusta Data Storage are tracked and a detailed Certificate of Destruction is issued upon completion.

Secure Chain of Custody System

Our chain of custody system provides customers with peace-of-mind that their records will be securely handled throughout the entire process, from storage to destruction. We track documents every step of the way, so customers can rest assured their information is safe.

Secure Collection Bins

Our secure collection bins provide an easy way for our customers to safely dispose of any documents containing sensitive or confidential information between scheduled shredding services. The collection bins are locked and keys are distributed only to identified information managers and screened Augusta Data Storage employees.

Planning a bulk purge? We can drop off one of the large collection bins ahead of your job to ensure your records remain secure through final destruction.

Augusta Data Storage is committed to providing our customers with the highest level of security and protection for their records and documents. We’ve implemented rigorous protocols and sophisticated systems to ensure your data remains secure while in our care. Contact us today to learn how Augusta Data Storage can help protect your critical information!

Secure Climate-Controlled Vault Storage

For those specialized records and digital devices, we offer climate-controlled vault storage. Vault storage ensures that your stored materials remain protected from heat and humidity which can damage some media storage and digital archive devices, and even some paper documents over time.

Our vaults are equipped with state-of-the-art safety locks and access restrictions so you don’t have to worry about unauthorized personnel accessing your files without permission.

Personnel Security

Last but not least, all personnel at Augusta Data Storage undergoes rigorous screening before they are allowed access to any customer information or materials. All employees must pass background checks as well as drug screens and are insured against any potential risks associated with their job duties.

Looking for the best in secure records storage in Augusta, GA? Contact Augusta Data Storage today

By utilizing best practices in records management along with advanced technology and integrated security solutions, Augusta Data Storage can guarantee that your data remains safe and secure at all times. If you’re looking for a reliable service provider for records management or secure destruction needs, then look no further than Augusta Data Storage.

The post Keeping your Records Secure with Augusta Data Storage appeared first on Augusta Data Storage.

In any organization that deals with sensitive information, it is important to have a well-defined chain of custody. The chain of custody is the sequence of responsibility for an item or asset, and it helps to ensure the authenticity of the information. A clear chain of custody can also help with inventory reconciliation and data security. In the event of a breach or leak, having a well-documented chain of custody can help to identify the source of the problem and prevent future breaches. By establishing a clear chain of custody, Augusta Data Storage can help your organization can protect your assets and ensure the authenticity of your information.

Building a Better Chain of Custody

In any record management system, it is essential to be able to track the flow of records as they are stored and received. This is known as the “chain of custody.” By keeping a record of where each record is located at all times, it is possible to ensure that records are not lost or misplaced. Furthermore, tracking the chain of custody can also help to identify any records that have been tampered with.

To build a better chain of custody, it is important to have a record management system in place that can track the movement of records. In addition, it is also necessary to balance access and security. Creating a records management system that allows authorized user to access critical documents, but still includes the proper safeguards to prevent unauthorized access of data.

For example, only authorized personnel should have access to records, and there should be a log of who has accessed each record and when. By taking these steps, it is possible to build a better chain of custody and protect the integrity of your record management system.

The four main players in a chain of custody

The originator: This is the person who creates the document or data.

The custodian: The custodian is responsible for storing and protecting the information.

The processor: The processor is any person responsible for manipulating or using or information, over time

The reviewer: A reviewer is anyone who uses or has access to information to make decisions or complete tasks

Your full chain of custody actually includes anyone who may have access to secure information. This can include people like:

• The person who collected the information, like a receptionist or even an onboarding system
• Any witnesses to the collection 
• Any person transporting the information
• The person sending or receiving the information, over time
• The person responsible for storing and archiving information
• The person responsible for destroying information

Ensuring Data Integrity and Security

Data security is vital for any business that collects sensitive customer information. Authorized access to data must be carefully controlled to prevent unauthorized individuals from viewing or modifying sensitive files. In addition, businesses must take steps to ensure that data is correctly transmitted and stored, as any errors could jeopardize customer trust. Furthermore, businesses need to be prepared to respond quickly in the event of a data breach, as failure to do so could result in serious criminal charges. By taking these precautions, businesses can help protect their customers’ data and maintain their trust.

Tips for Maintaining a Chain of Custody

In any business, there are sensitive documents that need to be kept under lock and key. The chain of custody refers to the process of keeping track of these documents from the moment they are created until the moment they are destroyed. Maintaining a chain of custody can be challenging, but it is essential for safeguarding sensitive information.

One way to maintain a chain of custody is to create a policy specifying who is allowed to access sensitive documents and under what circumstances. This policy should be well-documented and strictly adhered to. It is also important to keep track of requests for access to sensitive documents and to keep a record of who has accessed them.

Here are a few best practices for strengthening your Chain of Custody

Keep meticulous records

Create logs detailing who had access to the evidence or information, as well as when they had access. These logs should be dated and signed by both the individual who accessed the evidence or information, as well as by a witness.

Secure the information:

Store information in a secure location, such as a locked filing cabinet or safe. If possible, limit access to those with a need to know. Consider using two-factor authentication to further secure digital assets.

Protect from harmful conditions:

Protect evidence or information from potential damage by storing in appropriate conditions, such as a controlled temperature environment for paper documents or offsite backup for digital assets.

Secure Information Destruction

Information destruction is important in order to protect the integrity of information and evidence. By securely destroying information, you can ensure that it is not accessed or used improperly. This is especially important in cases where information is required to be protected by law. There are many ways to securely destroy information, including shredding documents, degaussing hard drives, and overwriting digital data.

The Future of Data Storage and Security

As the world becomes increasingly digital, the need for reliable and secure data storage solutions is more important than ever. At present, most businesses and organizations rely on a limited number of centralized servers to store their data. However, this approach is vulnerable to large-scale disasters such as fires, floods, and terrorist attacks. In addition, it can be difficult and expensive to maintain adequate security for these servers. As an alternative, many experts believe that decentralized data storage will become more popular in the future. This approach involves distributing data across a network of computers, making it more resilient to attack and easier to secure. In addition, decentralized storage is often less expensive than traditional server-based solutions. As the demand for secure and reliable data storage solutions continues to grow, it is likely that decentralized solutions will play an increasingly important role in the years to come.

As we’ve seen, a chain of custody is an important part of any data security plan. By building a better chain of custody and ensuring data integrity and security, businesses can protect their valuable data assets. In the future, we can expect even more sophisticated attacks on our data. It will be more important than ever for businesses to maintain strong chains of custody and ensure the security of their data. Are you ready to take control of your data? Contact Augusta Data Storage today!

The post Building a Better Chain of Custody appeared first on Augusta Data Storage.

There are two primary types of file storage: cloud-based and hard copy. Cloud-based storage is becoming more popular as it offers users the ability to access files from anywhere with an internet connection. Hard copy storage, such as filing cabinets, is still popular because it provides a physical backup of important files. No matter which type of storage you use, there are certain features that all good file management systems should have. These include security, retention, and easy searchability.

Things to Consider When Establishing (or Reorganizing) Your File Management System

Building an effective file management system doesn’t have to be difficult– by taking the time to understand your business’s needs, choosing the right storage medium, and creating a filing system, you’ll be on your way to an organized and managed office in no time. Here are a few things to consider before you get started.

Understand Your Business’s Needs 

The first step to creating an effective file management system is understanding your business’s specific needs. Ask yourself questions like: 

• How many documents do we need to store? 
• What type of documents are they? 
• How long do we need to keep them? 
• Do we need to share documents with clients or employees? 

Choose the Right Storage Medium 

Once you know how many documents you need to store and how long you need to keep them, you can decide what storage medium is best for your needs. There are two main types of storage mediums: cloud storage and hard copy storage. 

Create a Filing System 

Once you’ve chosen your storage medium, it’s time to create a filing system. This will help you keep track of all your documents and make it easy to find the ones you need. There are two main ways to organize your filing system: by document type or by date. 

8 Tips for Building an Effective File Management System

1. Keep It Simple: The simpler your system is, the easier it will be to use and maintain. Try to avoid using too many folders or subfolders as this can quickly become confusing and overwhelming.

2. Be Consistent: Once you’ve decided on a naming convention, stick to it. This will make it much easier to find files later on.

3. Use Descriptive Names: When naming files and folders, be as specific as possible. This will help you (and others) know what is inside without having to open it first.

4. Save Regularly: Make sure to save new or revised versions of your files on a regular basis. This will help ensure you don’t lose any important data if something goes wrong with your computer or storage device.

5. Back It Up: In addition to saving regularly, you should also back up your files on a regular basis (ideally daily). This way if something happens to your primary storage device, you’ll still have a copy of your files safely stored elsewhere.

6. Stay Organized: A well-organized file management system will save you time and frustration in the long run. So take the time to organize your files into logical folders and subfolders from the start.

7. Review Regularly: Periodically review your file management system to see if there are any improvements that can be made. As your business grows and changes, so too will your file management needs.

8. Get Help When Needed: If you’re struggling to come up with an effective file management system for your business, don’t hesitate to get help from a professional organizer or IT consultant. They’ll be able to provide expert guidance and assistance tailored specifically for your needs.

Managing File Retention & Destruction Policies

An important part of any file management system is understanding how long to keep documents and when they can be destroyed. This will help you comply with legal requirements and free up space in your office.

There are two main types of retention policies: active and inactive. Active files are those that are currently being used or referenced on a regular basis. Inactive files are those that are no longer needed but must be kept for legal or historical purposes.

The length of time you need to keep files will vary depending on the type of business you have and the type of documents involved. As a general rule, most businesses should keep active files for at least 1-2 years and inactive files for at least 7 years.

When it comes time to destroy files, make sure to do so in a secure manner. This will ensure that sensitive information is not leaked and that you’re complying with any relevant laws or regulations. The best way to destroy paper documents is to partner with a NAID-AAA Certified destruction partner, like Augusta Data Storage. While there are many options for destroying your digital files, the most secure option is hard drive shredding and e-waste destruction.

Building the Best Solutions for Your Business

Building an effective file management system doesn’t have to be difficult. By taking the time to understand your business’s needs, choosing the right storage medium, and creating a filing system, you’ll be on your way to an organized and managed office in no time.

If you’re looking for a professional solution that will save you time and space, Augusta Data Storage offers a variety of records management solutions for businesses of all sizes and specialties. We can help take the hassle out of document management so that you can focus on running your business.

The post Streamlining File Management for Businesses of All Sizes appeared first on Augusta Data Storage.

For businesses that are downsizing their office space, there are a few key considerations to make as you’re looking for the most ideal space for this season of your business.

How Much Space Does Your Business Actually Need?

When looking for new office space, you’ll want to consider a variety of factors when determining the ideal footprint. Consider factors like

• how many employees you have
• how many employees come into the office, daily
• how much storage space you may need
• whether or not your company needs communal workspace or individual offices and meeting rooms
• any other factors that are specific to your business

Determining Your Businesses Storage Needs

When thinking about how much storage your business might need in a right-sized office space, the first step is to take an inventory of the types of files and materials your business currently stores on-site.

This includes items like supplies, back stock, materials, records, equipment, and any archival items you keep on hand.

Things to Consider When Managing Records and Archives

One of the most important considerations to make ahead of your office move is what to do with your records. As businesses increasingly rely on and generate information in various formats, it’s important to consider how you’ll manage and store these records long-term.

For hardcopy records, consider the retention requirements and the volume of records you have on hand and how you will organize, relocate, and file these items in a new space, or if they are viable candidates for an off-site solutions.

For digital records, make sure your backup systems are up to date and consider options for secure storage of an off-site backup of your information, in the event of information damage or loss during your relocation.

There are many solutions for file relocations and storage, but not all are created equal. Secure records management from Augusta Data Storage can help reduce the amount of space your business needs for physical storage by offering secure off-site records storage with 24/7 retrieval access services.

How Does Off-Site Records Storage Work?

Off-site records storage is a solution for businesses that need to store physical records but don’t have the space to do so on-site. Businesses can work with a records management company like Augusta Data Storage to Box, crate, and transport their files to a secure off-site facility.

At Augusta Data Storage, we offer a variety of storage options to meet your business’s specific needs, including:

• On-site storage in our climate-controlled vault
• NARA Compliant Records Storage
• Secure records storage

Need access to your records? No problem. We also offer 24/7 retrieval access services so you can get the files you need when you need them.

Why Choose Augusta Data Storage for Record Storage?

There are many reasons to choose Augusta Data Storage for your off-site records storage needs, including:

• We’re a local, family-owned business.
• We have over 30 years of experience in the records management industry.
• We offer secure and compliant records storage solutions.
• We have a team of experts who can help you with every step of the process, from file inventory to storage and retrieval.

What Documents Should My Business Keep?

This will vary from business to business, but in general, you’ll want to keep any documents that are required by law or regulation. These might include things like tax records, employee records, and financial statements.

You’ll also want to keep any documents that are essential to the operation of your business, like product manuals, customer lists, and vendor contracts.

Finally, you’ll want to keep any documents that could be useful for reference in the future, like sales reports, marketing plans, and project proposals.

A records management company can help you determine which documents need to be kept on-site and which can be stored off-site, based on your specific business needs and how frequently you need access to the records.

What Should I Do With Items I No Longer Need?

Have records that are outdated, files you no longer need to keep, or even documents you’ve stored outside the retention window? Augusta Data Storage offers a variety of mobile and off-site shredding services, which are a great way to help lighten your load ahead of your office downsize.

We can accommodate new records into our warehouse at any time, so you don’t have to worry about finding a new office space with tons of storage space.

Added bonus: If you have extra computers, monitors, or tech devices that need palletized and climate-controlled storage, we can help with those items as well.

Bulk Shredding and Records Purges

In some cases, you may need to purge old records that are no longer needed. This might be required by law, or it might simply be a way to declutter your office space.

Either way, it’s important to partner with a reliable document destruction company to ensure that your records are securely destroyed. This is especially important for sensitive documents that contain personal information or confidential business information.

Once you’re settled into your new office, if you have recurring shredding needs, our team can help set up scheduled shred service, based on your specific needs.

The Specialized Records Management Your Business Needs

When downsizing your office space, there are a few key things to keep in mind. First, take inventory of the types of files and materials you currently store on-site. This will help you determine what can be digitized and what needs to be relocated to an off-site records storage facility.

Next, consider your shredding needs. Do you have outdated records that need to be purged? If so, partner with a reliable document destruction company to ensure that your records are securely destroyed.

Finally, if you’re looking for an all-in-one records management solution that is secure, compliant, and convenient, look no further than Augusta Data Storage. We offer a variety of storage options to meet your business’s specific needs, including on-site storage, NARA Compliant Records Storage, and secure off-site records storage. You can couple these with our retention management and annual purge services for a comprehensive records management solution.

If you’re considering downsizing your office space, Augusta Data Storage helps you make the transition seamless and secure.

The post Downsizing Your Office? Here’s What to do with Your Records appeared first on Augusta Data Storage.

At Augusta Data Storage, we specialize in providing secure, off-site storage for backup discs and hard drives. Our vault is temperature and humidity controlled, and our team is available 24/7 to help you retrieve your data when needed.

Read on to learn more about the best ways to back up your business data, and why choosing a reliable storage solution like Augusta Data Storage is so important.

Data Backup Basics

Backing up your business data is one of the most important things you can do to protect your company in the event of a disaster. But with so many different storage options available, it can be hard to know where to start.

There are two main types of data backup: local and remote.

Local backups are stored onsite, usually on an external hard drive or server.

Remote backups are stored offsite, in the cloud, or at a data center.

The best way to protect your data is to use a mix of both local and remote backups. That way, if one storage method fails, you have another backup to fall back on.

How often should you back up your data?

The frequency of your backups will depend on how often your data changes. If you have a small business with only a few employees, you might only need to do a full backup once a week. But if you have a large company with multiple departments and lots of data, you might need to do a full backup every day.

In addition to full backups, you should also do incremental backups. Incremental backups only back up the files that have changed since the last backup, which can save time and storage space. How often you do incremental backups will depend on how often your data changes.

The most important thing is to have a regular backup schedule that you stick to. That way, you can be sure that your data is always safe and secure.

What are the best ways to back up electronic data?

There are a few options available for backing up electronic data, including cloud storage, external hard drives, and flash drives. Whichever method you choose, be sure to store your backup in a safe, secure location.

Creating a Layered Backup System

As we mentioned above, one of the best ways to protect your data is to use a mix of local and remote backup systems. This is often referred to as a layered backup system, which is any system that includes multiple levels of protection. This means that if one level of protection fails, the other levels will still be in place.

What is the value of a layered backup system?

Layered Backup systems provide an extra level of protection for your data, which can be invaluable if something happens to your primary backup method.

Layered systems don’t just protect you in the event of a breach or information loss event, they can also protect your information physically. If your location is damaged in a fire, flood, or natural disaster, having an off-site physical archive of the data ensures that this type of event doesn’t result in a total loss of information.

Do I need physical backup discs?

In most cases, yes. While cloud storage and external hard drives are good backup solutions, having physical copies of your data can be helpful in the event that you can’t access your electronic backups.

Where should I store backup discs?

Backup discs should be stored in a safe, secure location away from your business premises. This way, if something happens to your business, your backups will still be intact.

At Augusta Data Storage, we offer safe, secure storage for backup discs and hard drives. Our vault is temperature and humidity controlled, and our team is available 24/7 to help you retrieve your data when you need it. Contact us today to learn more about our services.

The Importance of Off-Site Storage

One of the most important things to consider when backing up your data is where you will store it. Storing your backups off-site is crucial in the event of a disaster, like a fire or flood. This way, even if your business premises are destroyed, your data will still be safe.

At Augusta Data Storage, we offer safe, secure off-site storage for backup discs and hard drives. Our vault is temperature and humidity controlled, and our team is available 24/7 to help you retrieve your data when you need it. Contact us today to learn more about our services.

Know your Risk Factors

Some of the biggest risk factors for digital information are human error, hardware failure, and software corruption. To help mitigate these risks, be sure to have a data management plan in place that details best practices for managing, storing, backing up and destroying secure information.

Human Error in Information Management

One of the most common risks to digital information is human error. This can include accidental deletion, misplaced media, or simple user error. To help mitigate this risk, be sure to have a plan in place for regularly backing up your data and keeping it safe.

Hardware Failure

Another big risk factor for digital information is hardware failure. This can include things like hard drive crashes, power surges, and water damage. To help mitigate this risk, be sure to use high-quality hardware and store it in a safe, secure location.

Software Corruption

Software corruption is another big risk factor for digital information. This can happen when software is improperly installed, updated, or deleted. To help mitigate this risk, be sure to keep your software up to date and backed up regularly.

Data Breach

A data breach is another big risk factor for digital information. This can happen when hackers gain access to your system and steal or delete your data. To help mitigate this risk, be sure to use strong security measures and keep your data backed up in a secure location.

Physical Damage

Although less common, the potential for physical damage to electronic data should be considered. This type of damage can occur during a fire, flood, or natural disaster. To help mitigate this risk, be sure to store your data in a safe, secure location away from your business premises.

Destroying Secure Information

When you no longer need data, it’s important to destroy it securely to protect your business and your customers. The best way to destroy digital data is to use a data destruction service, like the ones offered by Augusta Data Storage. Our team is certified and experienced in data destruction, and we use best-in-class methods to ensure that your data is completely destroyed. Contact us today to learn more about our e-waste and hard-drive shredding services.

The post Tips for Archiving and Protecting Digital Information appeared first on Augusta Data Storage.

At Augusta Data Storage, we specialize in mobile shredding services that come right to your door. Keep reading to learn more about the top documents your employees should be shredding and the benefits of secure shredding.

What is Secure Document Shredding?

Secure document shredding is the process of destroying sensitive documents in a way that makes them unreadable and impossible to put back together. This process is important for protecting your business information and keeping it out of the wrong hands.

There are several ways to shred documents, but the most secure method is to use a professional, certified shredding service. This type of service uses industrial-strength shredders to destroy your documents, ensuring that they are completely unreadable.

What are the Benefits of Secure Shredding?

There are many benefits to shredding sensitive documents, including:

Preventing identity theft: Shredding personal information like social security numbers and credit card numbers can help prevent identity theft.

Protecting your business: Secure shredding can help protect your business from fraud and espionage.

Complying with laws and regulations: In many cases, shredding documents is required by law. For example, the HIPAA Privacy Rule requires that healthcare providers destroy patient information that is no longer needed.

What Type of Information is Typically Recommended for Secure Document Shredding?

Even in a digital-first world, there are many businesses that still generate a large volume of paper documents and sensitive information. It’s important for your business to define which types of information require secure storage, and ultimately, secure destruction. Some of the most common items include:

Financial documents:

Bank statements, tax documents, and records of financial transactions all contain sensitive information that could be used to commit fraud or identity theft. Whether your records contain this information about your business, your employees, or your clients, it’s important to handle it with caution and securely shred it when you no longer need it.

Customer information:

If your business keeps records of customer names, addresses, and contact information, these should be securely shredded when they are no longer needed. The same goes for any customer correspondence, such as emails and complaint letters.

Employee information:

Employee files often contain sensitive information, including social security numbers, performance reviews, and salary information. This type of information should be kept secure and shredded when it is no longer needed.

Legal documents:

If your business is involved in any legal proceedings, the resulting documents may contain confidential information. Once the case is resolved, these documents should be archived in a secure location or shredded to protect the privacy of those involved.

Business Information:

Your business likely has many types of documents containing proprietary information, such as product plans, marketing strategies, and sales reports. This type of information could give your competitors an advantage if it fell into the wrong hands, so it’s important to keep it secure and shred it when it is no longer needed.

Healthcare Records:

If your business is in the healthcare industry, you are likely handling a large volume of patient information. This type of information is protected by federal laws, such as the HIPAA Privacy Rule, which requires that it be shredded when it is no longer needed. In many cases HIPAA requires specific destruction methods, such as cross-cut or micro-cut shredding, to ensure patient privacy, and often a certificate of destruction is required.

No matter what type of information your business is handling, it’s important to have a plan in place for secure storage and destruction. A professional document shredding service can help you develop a customized plan to ensure that your sensitive documents are properly protected and destroyed.

How Often Should I shred Documents?

The frequency of your shredding will depend on the volume of documents you generate and your company’s specific needs. In general, it’s a good idea to shred documents on a regular basis, such as monthly or quarterly. This will help you keep up with the volume of paper and prevent sensitive information from accumulating over time. A professional shredding service can help you develop a customized schedule that meets your needs.

Secure Mobile Shredding with Augusta Data Storage

A mobile shredding service offers a convenient and secure solution for businesses that need to shred large quantities of documents on a regular basis. A mobile shredder is a large truck with an industrial-strength shredder that comes to your location to destroy your documents. This type of service is often used by businesses that generate a large volume of paper, such as healthcare offices, financial institutions, and law firms.

The Benefits of Using a Mobile Shredding Service

Convenience:

You don’t have to transport your documents to a shredding facility, which saves time and effort.

Security:

The shredding process is completed on-site, so your documents never leave your sight. This reduces the risk of theft or loss.

Environmentally friendly:

Mobile shredding trucks can often shred more documents at once than a small office shredder, which saves energy and resources.

Securely shredding sensitive documents is an important part of protecting your business information and complying with laws and regulations. A professional, certified shredding service can help you safely and securely destroy your documents. Augusta Data Storage offers mobile shredding services to businesses in the CSRA. Our state-of-the-art shredding truck can destroy up to 6,000 pounds of paper per hour, and we offer on-site or off-site shredding services to fit your needs. Contact us today to learn more about our secure shredding solutions

The post Top Documents Your Employees Should be Shredding appeared first on Augusta Data Storage.

Types of Secure Shredding Services

There are various options for secure shredding and the best solution is dependent on the volume of records and frequency of need. Augusta Data Storage proudly partners with many local businesses to offer scheduled shredding services, but we can also accommodate one-time purge shredding and drop-off destruction for smaller volumes of items. 

Wondering which option might be best for you? Here’s what you need to know. 

On-site, Scheduled Shredding

Augusta Data Storage brings the shredding to you with our secure mobile units. We provide our clients with security knowing any sensitive information never has to leave their premises intact, offering secure containers for easy destruction and clean collection. We schedule and charge for on-site shredding according to volume and routine.

On-site shredding is the best option for: 

• Businesses and offices that require routine shredding of sensitive information
• Organizations that regularly generate large volumes of personal or proprietary information through their day-to-day operations

Our scheduled shredding services are also available for hard drives and other small electronic devices. 

Plant-based Shredding

When you’re dealing with mixed media or records in large volume, that may take more than one shift or may fill more than one shred truck, we often recommend our plant-based shredding services. 

Our industrial equipment can shred a variety of items including

• Paper records
• Electronic waste
• specialized media
• proprietary products

Additionally, we partner with 3rd-party vendors to work towards providing zero-landfill solutions for your shredded materials. And, as with any of our secure shredding services, we provide you with a certificate of destruction upon completion.

Drop-off Shredding

For businesses and local residents in need of one-time, small-batch shredding services, Augusta Data Storage offers drop-off shredding at our Augusta, GA facility. 

Simply drop off your items and we will process them for destruction. Drop-off services are billed by the item. We also provide drop-off shredding for end-of-life electronic devices, such as old laptops and phones. Please reach out to our team for the most updated pricing.

Purging & Bulk Shredding

Bulk shredding, or purging, provides a quick and easy way to eliminate large volumes of out-of-date records and archived files. At the completion of your purge job, Augusta Data Storage provides you with a certificate of destruction as a record of compliance. 

There are many reasons businesses elect to do bulk purge shredding. Some of the most common reasons include:

• Year-end scheduled bulk purge, based on the retention schedule
• Fiscal year-end purge, based on the retention schedule
• Post-tax-filing or audit purge, for any records not required to be archived
• Office move or relocation

Spring is a busy time for our secure destruction business. For many, it marks the end of tax season. For others, spring fever kicks in and the “spring cleaning” itch is in full force!

Whether you’re a business located in the Augusta metro area or a local resident, having a way to securely destroy your records is key to ensuring peace of mind as you’re lightening the load in your filing cabinets. If tax season also marks the end of your fiscal year, it might also mean it’s time for a bulk records purge.

How Often Should My Business Purge Records?

There is no set rule for scheduling record purges. Most often we see businesses using purge shred services based on their internal (or industry specifics) retention schedules, when they are relocating office facilities, or when the business is closing.

How Does my Business Know What to Purge and What to Keep?

For many industries, you can find information from your governing organizations about how long to keep specific information such as:

• Business Financial Statements
• Customer and Client information
• Patient Records
• Employee Records

How Should my Business Prepare for a Purge Project?

Once you’ve determined your retention schedule and know what stays and what goes, here are a few things you want to make sure to do before your purge project takes place.

1. Verify Retention Requirements:

We strongly encourage all of our customers to verify the retention requirements associated with their line of work. Requirements are different for each industry and it’s important to make sure that you are archiving records for the appropriate amount of time, and destroying those records when they are no longer needed.

2. Sort and Label records for destruction:

Make sure that you pre-sort all your records based on your organization’s retention policy or the regulatory requirements for your industry. Once you have identified which records should be destroyed, clearly mark them so that there is no confusion on the day of your purge project

3. Prepare your Items:

If your records are in boxes, please be sure to check them for items like 3-ring binders, binder and butterfly clips, and other bulky metal items that cannot be processed through paper shred plants. Here are a few tips to take into consideration.

4. Find a Trusted service provider:

Don’t trust your secure destruction to anyone! It’s important to maintain a secure chain of custody throughout the process. When you work with Augusta Data Storage, our trained, uniformed, and insured staff work to ensure that your records are kept secure throughout the process. Our processes and facilities are NAID AAA Certified, a certification we work hard to maintain.

5. Select the service option that works for you:

You can have your records shredded on-site, at your office, using our mobile shred plant, OR you can schedule to have your records picked up and transported back to our shred plant for processing. Regardless of which option you choose, your processes are NAID AAA Certified and come with a certificate of destruction for your records.

Save it or Shred it: Tips for Managing Personal Records

Just like with business records, there are also best practices for keeping archiving your personal records. When in doubt, many experts recommend the three-year rule for most financial records. 

For personal files, medical records, contracts and more, you’ll likely want to keep those items long-term. 

For a comprehensive list of best practices when it comes to personal records management, check out this guide. 

How to Prepare Your Items for Secure Shredding Services

Whether you’re dropping off a few boxes of your personal records for secure destruction or are preparing for a one-time purge of years worth of business files, preparation is key. 

Ensuring your files are prepped and ready helps to eliminate downtime and damage and streamlines the destruction process. Here are a few things to keep in mind as you prep your files for shredding. 

Be Careful with your Clips

When preparing documents for destruction, it’s important to know that we can’t accept items with large butterfly and binder clips. However, paperclips and staples are a-okay! Remember, remove any large clips from your documents before their arrival!

Folders vs. Binders

While we do accept documents in folders with tabs or small prongs, we don’t accept items residing within ringed binders. Be sure to remove all papers from any large binders, and never place binders into shred bins.

Plan ahead

Plan your pickup or purge 3-5 days in advance to allow our team to schedule your appointment, providing you with plenty of time to prepare your items. If you’d like to use our drop-off shredding services, we accept items during regular business hours Monday through Friday, 8 am to 11:30 a.m. by appointment only.

Have items other than Paper? Keep Them Separate

Augusta Data Storage can shred more than paper! Our facilities are equipped to securely shred electronic waste, proprietary items and more! We provide a full list of what we can shred here. 

If you are dropping off mixed-media items for shredding, please ensure that NO ELECTRONIC DEVICES are mixed in with the paper files. Sparks from shredding electronics pose an extreme fire hazard when mixed with paper during the shredding process.  

We recycle!

When our customers ask what happens to their shredded documents, we’re happy to say that Augusta Data Storage recycles all paper pulp at Georgia Pacific. Our recycled materials are directly used to create new products, reducing landfills and providing environmental savings.

Looking for extra peace of mind? We have you covered.

Augusta Data Storage is NAID AAA certified for document destruction and e-waste destruction. Click here to learn more about our certifications and the requirements for maintaining them.

If you’d need to observe the destruction process of your documents in our Augusta-based plant, we can provide that experience by appointment only. 

When you take advantage of our mobile shredding service, we display your items being shredded on a monitor located on our truck. 

Interested in learning more about our secure shredding process or scheduling a destruction project? Contact us today!

[Please note: This article is not intended as legal advice. Should you need legal advice regarding document retention and secure shredding policies, please seek the appropriate legal counsel.]

The post A Comprehensive Guide to Secure Shredding for Business & Personal Documents appeared first on Augusta Data Storage.

Clean Desk Policy

Before you start working in a co-working space, it’s important to be aware of the ways you can protect your data. One way to protect your data is by following the clean desk policy. This means that you should keep your work area clean and free of any papers or other materials that could contain sensitive information. 

View Sensitive Data in Private Areas

Viewing sensitive data in private areas is crucial to protecting the integrity of your information. If possible, you should view or work on sensitive data in your own office or cubicle or with your screen facing towards a wall, as opposed to the center of the communal space. This will help to protect your data from being seen by others who may not be authorized to view it. 

Use a VPN

Another way to protect your data is by using a VPN. A VPN, or virtual private network, is a service that encrypts your internet traffic and protects your privacy. When you use a VPN, all of your internet traffic will be routed through the VPN server, which will protect your data from being intercepted by third parties. Working in public places such as a coffee shop or restaurant can pose a cybersecurity threat. Data breaches can cause a problem for not only you but your whole company. It’s important to utilize a VPN to protect your information as well as other employees and clients. 

Retrieve Printed Papers Immediately

Protect your data by retrieving printed papers immediately. You should not leave printed documents lying around in the co-working space. Instead, you should retrieve them as soon as possible and put them in a safe place.

If your co-working space doesn’t include a dedicated office that offers the proper space to safely store your documents, Augusta Data Storage offers off-site storage for all of your items. For your records that need to be stored, we offer record services that focus on safety, computer indexing and management. Our facility is NARA compliant and monitored 24/7 by our security surveillance. If you have media that needs to be stored, Augusta Data Storage offers our climate controlled vault for temperature sensitive items. 

Avoid Discarding Private Data

Finally, you should avoid discarding private data in the garbage or recycling bins. This means that you should shred any documents that contain sensitive information before you dispose of them. Also avoid leaving electronic devices, such as laptops or smartphones, in the garbage or recycling bins. Even if you have deleted the information on your electronic devices, your information can still be found. 

Augusta Data Storage offers shredding services for both paper and electronic items. We offer secure collection containers, or for smaller, one-off shredding needs, you can try our drop-off shredding service. 

Once your shredding service has been completed, we will provide you with a shredding certificate for your records.

Augusta Data Storage ensures that your items are always in good hands. Whether you decide to shred or store, you can trust that your items will always be secure. 

Call Augusta Data Storage today to get started with one of our services or visit our website for more information. 

The post Protecting Data in Coworking Spaces appeared first on Augusta Data Storage.

When Should you be Shredding?

You might think that shredding is only necessary for top-secret documents, but that’s not the case. There are many situations where shredding is a good idea, including:

• When you’re disposing of old tax records
• When you’re discarding expired coupons or credit card offers
• When you’re getting rid of old bills or bank statements
• When you’re shredding junk mail
• When purging outdated medical records, legal documents, or contracts
• When disposing of employee personnel files you no longer need
• When disposing of any payment or transaction history records for your customers

In general, you should shred any document that contains personal information, such as your Social Security number, your address, or your credit card details. If there’s any chance that someone could use this information to steal your identity or commit fraud, it’s best to shred it. Augusta Data Storage offers many shredding solutions. 

Does Your Organization Produce Confidential Information?

If you work for a company that produces confidential information, such as financial reports or medical records, shredding is an essential part of your job. You should have a shredding policy in place to ensure that all sensitive materials are destroyed in a secure and efficient manner. Your shredding policy should include procedures for handling documents that need to be shredded, as well as information about the type of shredder that you’ll use.

How Should I Store Confidential Information?

If you are looking to store your confidential information but don’t have the space, Augusta Data Storage can help. Augusta Data Storage offers a climate-controlled media vault for those with temperature sensitive items. If you are worried about not being able to check up on your documents, there’s no need to worry. We offer inventory monitoring to our customers which is powered by O’Neil software. This allows you to have 24/7 retrieval access to your items. 

Our storage facility is NARA compliant which means our warehouse is equipped with:

• Early Suppression Fast Response (ESFR) fire suppression system
• Monitored, restricted entry access to our facilities
• 16 internal/external cameras to monitor activity
• Location above a 100-year floodplain
• Building structure and racking designed/approved by a structural engineer
• Fire safety systems designed/approved by a fire safety engineer

What Information is Confidential and how do I Dispose of it?

If you’re not sure whether a document contains confidential information, err on the side of caution and shred it. It’s better to be safe than sorry when it comes to your personal information. 

In order to maintain the security of your confidential documents, it is important to have a shredding policy in place. This policy should be designed to ensure that all sensitive materials are destroyed in a secure and efficient manner. If you’re not sure how to shred your documents, Augusta Data Storage can help. We offer document shredding services that meet all of your needs.

Volume of Paper

Depending on how much paper your employees utilize and where they work could determine how often you should schedule a shredding service. 

Low Paper Volume

Home: If your employees are working from home and are dealing with a low volume of paper that they need shredded we recommend a drop off shredding service. For this service all you need to do is bring your documents to Augusta Data Storage and we will do the rest for you. 

Office: On the other hand, if your employees are working from the office we suggest a one-time shredding service. For this service we can either come to you with our shredding truck or you can bring it to us.

High Volume

Home: If your employees are dealing with a high volume of paper while working from home we suggest a one-time shredding service. 

Office: For your employees that are working from the office we suggest regularly scheduled shredding services. Get in touch with us to schedule a time and date that works best for you.
No matter what service your team needs, Augusta Data Storage will always safely and securely dispose of your items. When we are done we will provide you with a certificate of destruction for your records. Are you ready to get shredding? Call us at 706. 793. 0186 or visit our website today to schedule your shredding service.

The post How to Know What you Should be Shredding appeared first on Augusta Data Storage.

Organize Your Filing System

Has your file clutter gotten the best of you? It’s always a good idea to frequently organize your filing system for many reasons. One being that it will help clear your desk, giving you more space to focus on your work. It will also help declutter your mind because, let’s be honest- a cluttered desk means a cluttered mind. Not to mention, it’ll make finding documents much easier and faster when you need them. 

How to Store Your Documents

When it comes to storing your documents, the two most common options are filing cabinets and keeping filing boxes on shelves. Both of these options have their own pros and cons, so it’s important to choose the one that is right for you.

Filing Cabinets 

Filing cabinets are a great option if you need to store a lot of documents. They are also very sturdy and can be locked, which is ideal if you are storing sensitive information. The downside to filing cabinets is that they can be expensive and they take up a lot of space.

Filing Boxes 

Storing your files in filing boxes on shelves is a great alternative to filing cabinets if you have limited space. They are also less expensive and can be easily moved around if needed. The downside to shelves with boxes is that they are not as sturdy as filing cabinets and they are not lockable.

How to Keep Your Files Managed

Avoid saving unnecessary documents

One way to avoid saving unnecessary documents is to create a system for what documents need to be saved and for how long. For example, you may only need to keep financial records for seven years. After that, you can shred them. Or you may want to keep customer records indefinitely. Another way to avoid saving unnecessary documents is to scan and save digital copies of documents instead of saving the physical copies.

Be consistent with your methods

How can you be consistent with labeling your documents? One way is to create a standardized naming system for all of your documents. For example, you could use the date followed by a description of the document. Another way to be consistent is to always put the documents in the same order. For example, you could alphabetize them by last name or date. Each organization is different so it is important to find the labeling system that works best for your files.

Store related documents together

One way to store related documents together is by creating a filing system that groups documents together by type. Another way to store related documents together is to group them by project. For example, if you are working on a project with multiple team members, you could create a folder for all of the project-related documents.

Off-Site Storage Solutions

If you are looking for some extra space in your office while you are getting organized, Augusta Data Storage offers off-site storage for your documents. 

Cool Storage

If your items require special storage conditions, Augusta Data Storage offers climate controlled vaults. Our facility is NARA compliant which means our facility meets the minimum structural, environmental, property, and life-safety standards for federal records storage. 

Security

If you have storage space at Augusta Data Storage you will be granted access to our inventory monitoring software. Our O’Neil software allows you to check the status of your records that have been moved in or out of storage. You are also able to make service or retrieval requests through our client portal 24/7.

Shredding

If you are looking to make permanent space, Augusta Data Storage offers on or off-site shredding. We offer many shredding solutions to best accommodate your files. Here are our shredding options:

Bulk shredding: Bulk shredding or purging allows you to take mass amounts of documents and dispose of them at once. 

Scheduled shredding: Scheduled shredding allows you to to schedule when you’d like your documents to be shredded. This can be monthly, quarterly, yearly, or a one time shred. 

On and off-site shredding: Augusta Data Storage can shred your items on or offsite. If you choose to do so, we will bring our shredding truck to you so you don’t have to do any of the work. If that doesn’t sound like something you’re comfortable with, bring your documents to us. 

All of our shredding options keep your information safe and secure through our NAID-AAA certified process. Once we have completed the shredding process we will provide you with a shredding certificate for your records.

Are you ready to get shredded? Call us at 706. 793. 0186 or check out our website to get a quote today.

The post Tips for Organizing Your Office File Storage Area appeared first on Augusta Data Storage.

Not convinced you need to be using a secure shredding  program for your documents? Check out these 4 reasons why you and your company might want to give our secure destruction process a second thought.

Information Protection

As we mentioned previously, a rise in data breaches and identity theft have placed increased pressure on businesses to maintain tighter control of information throughout its useful life and beyond. Whether you manage business to business transactions or business to consumer transactions, you must work to protect the information that comes into your facility each day. From banking and credit card information to employee records, client files and more, there is a lot of information floating around out there, so make sure you are taking the correct steps to keep it secure, even when you’re throwing it out. Your customers trust you with their information. They willingly give you the information you need to process transactions related to your business. If you do not protect that data appropriately, you may find yourself and your business the victims of a data breach. By protecting the information in your possession you are not only protecting yourself and your clients but your employees as well. It’s better to be proactive and create safe practices on the front-end, than be reactive and have to develop a response plan on the back end of a data crisis.

Required by Law 

Did you know that your business is required by law to develop a document destruction policy? And, did you know that by working with a NAID-AAA certified company like Augusta Data Storage, you meet the due diligence requirements of finding a viable vendor for your secure shredding program? Our certified process for plant based and mobile shredding services will provide you and your customers the peace of mind that your information is being destroyed appropriately and is protected throughout the process.

Create More Space

If you have years and years of archived records that you no longer need to keep on hand but are scared to toss, secure destruction is a GREAT way to open up some additional storage space in your office and ensure that those old records are being safely disposed of and destroyed. Maybe you’re relocating your office and need to purge records? Creating this space will also reduce the risk for a fire. If your office is piled high with papers you will be feeding a fire. 

Give Augusta Data Storage a call and we’d be happy to help you with a one-time purge and even help you relocate your files.

Our process is Environmentally Friendly

We don’t just shred your papers and send them to the landfill, all of our shredded papers are baled and recycled to make new consumer goods. In 2019 alone Augusta Data Storage shredded 866 tons of paper. This means that each month Augusta Data Storage shredded and recycled 72 tons of paper. That’s enough paper to save over 14,738 trees, 8,645,000 gallons of water that would be used to make new paper, and 3,544,044 Kw of energy. That’s a great environmental impact, just think of all the extra paper you might be tossing and how it could be affecting the environment. Our process isn’t just safe for you, your employees, and your customers; it’s safe for the environment as well!

Efficient & Convenient

Getting rid of stacks and stacks of paper documents can be a daunting task and securely shredding these documents on site can be a significant investment of your employees time and energy. By partnering with Augusta Data Storage you can ensure your employees focus more of their time on their primary tasks and allow our document destruction experts to securely dispose of your sensitive documents. 

For added levels of convenience, we offer both mobile shredding and drop off shredding depending on your business needs. Our mobile shredding trucks are NAID-AAA secured, and will shred your documents on site and provide you with the NAID-AAA certificate for your records. Otherwise, if you feel more comfortable with bringing your documents to us or you have a small batch of documents, your items will be given the same amount of time and attention. 

If you’re on the fence about whether or not a secure document destruction process could work for you and your business, we urge you to reconsider. Protecting personal and sensitive information will only continue to rise in importance as cases of identity theft and data breaches continue to rise. Contact us today to find out how we can help you create a secure document destruction program to fit the unique needs of your business!

The post Why Should Your Business Use Secure Shredding appeared first on Augusta Data Storage.

Electronic Devices 

While electronic devices have become an essential part of doing business in the modern world, they also create a unique challenge when it comes time to dispose of them.

Most companies simply toss their outdated electronic devices. However, this is not the best way to deal with electronic devices when they reach the end of their life. When electronic devices are disposed of in landfills, they can release harmful toxins into the environment. Additionally, piles of outdated electronic devices can take up valuable space in closets and storage rooms.

Additionally, these devices pose information security threats if lost, stolen or tampered with. 

Device End of Life

Your device has reached the end of its life, now what? Here are some of the different ways you can dispose of the electronics you no longer need.

Device Recycling

One way to deal with electronic devices at the end of life is to recycle them. 

Recycling electronic devices is a great way to reduce the amount of waste your company produces and keeps your information safe. When you simply throw your devices (and information stored on the device) away you are risking your company, clients, and employees safety. 

Additionally, recycling can help you recover some of the money you spent on the original purchase. Some electronic devices contain precious metals that can be reused in new products.

When recycling electronic devices, it is important to use a certified recycler. That’s where Augusta Data Storage comes in. Our certified recycler will ensure that your electronic devices are properly dismantled and disposed of. Additionally, once your items have been safely and securely disposed of, you will receive a certificate of destruction, which can be used to prove that your company is responsibly managing its electronic waste.

Device Donation

Another option for dealing with electronic devices at the end of life is to donate them. 

Donating electronic devices can be a great way to give back to the community. Many non-profit organizations accept donated electronic devices and either refurbish them for resale or use them in their programs. When donating electronic devices, it is important to make sure that the data on the devices is properly erased or that hard drives with sensitive information are replaced. 

Device Resale

Another option for dealing with electronic devices at the end of life is to resell them. 

Many companies choose to resell their outdated electronic devices. This can be a great way to recoup some of the money you spent on the original purchase. When reselling electronic devices, it is important to make sure that the data on the devices is properly erased or that hard drives are replaced.

Finding the Right Solution for Your Business

The best way to deal with electronic devices at the end of life depends on your specific needs and preferences. Whatever you may be looking for, Augusta Data Storage is here to help. What do we offer?

• Vault Storage: We offer vault storage for items that need to be archived such as hard drives, backup disks, CDs, tapes, etc. Our vault is climate controlled which will protect your items from temperature fluctuations and/or humidity. Our vaults have 24/7 security surveillance as well as monitored alarm systems. Lastly, our vault is equipped with backup generators which will continuously distribute power to essential equipment.
• Palletized Storage: We store electronics such as monitors and CPUs that are not yet cleared for destruction in our warehouse. Your electronics will be sorted, palletized and stored in our secure warehouse facility. Palletized items are inventoried and easily accessible, when needed.
• E-Waste Destruction: Safely destroy your e-waste with Augusta Data Storage. You are able to bring your waste to us or we can come to you. Either way our process is NAID-AAA certified and we will present you with a document of destruction for your records.

The post Managing Outdated Electronic Devices for Your Business appeared first on Augusta Data Storage.

Paper documents can be just as much of a risk as digital documents, and old technology can be a hazard to breaches. That’s why it’s so important to make sure your staff is properly trained on what to do with outdated documents containing sensitive information.

At Risk Information

What information is at risk if you don’t destroy these documents? HIPAA requires the safeguarding of all Protected Health Information (PHI). This includes everything from patients’ names and addresses to their medical records and treatment information. 

If this data falls into the wrong hands, it could be used for identity theft, fraud, or even blackmail.

In addition to PHI, there is also confidential financial information at risk. This could include credit card numbers, bank account information, and social security numbers. If this data is not properly destroyed, it could be used to commit fraud or identity theft.

Data Breaches

There have been numerous data breaches in recent years, and HIPAA-covered entities are not immune. In 2022, there have already been several HIPAA breaches. In March alone, we saw 42 healthcare data breaches which affected roughly 2.9 million individuals. 

Healthcare data breaches are particularly costly, with the average cost per record being $429. This is significantly higher than the overall average of $148. The healthcare industry also has the highest rate of data breaches, with one in three organizations experiencing a breach in 2020.

Hospitals and other healthcare organizations have been increasingly targeted by cyber criminals in recent years. In fact, healthcare data is now the most valuable type of data on the black market. This is due to the high price that can be fetched for patient records, which can be used to commit fraud or identity theft.

Theft of physical documents is also a major problem in the healthcare industry. In one high-profile incident, a laptop containing the medical records of more than 100,000 patients was stolen from an employee’s car. This type of theft can be just as damaging as a cyber attack, and it underscores the importance of document destruction for protecting patient data.

These are just some examples of the many ways in which data can be breached. If you are not properly destroying your documents, you are putting yourself at risk of a data breach. And with the amount of data breaches increasing every year, it’s more important than ever to make sure your documents are properly destroyed.

Old Technology

Another reason document destruction is so important is because of old technology. When you get rid of old computers, printers, and other devices, you need to make sure the data on them is properly destroyed. Otherwise, someone could find it and use it to commit fraud or identity theft.

This is why it’s so important to have a document destruction policy in place. This policy should include how you will destroy your documents, how you will dispose of old technology, and how you will train your staff. By having a policy in place, you can ensure that your data is properly protected.

Destruction at Augusta Data Storage

Augusta Data Storage will destroy not only your paper documents but your digital documents as well. 

Document Shredding

For your document destruction needs, Augusta Data Storage has two options for you. 

1. We can bring our shredding truck to your location. Our truck is a more convenient option when it comes to saving time. 
2. You can bring your items to our facility for destruction. 

Either way your items will be securely destroyed with our NAID-AAA certified team and procedure. Once your items are destroyed you will be presented with a document of destruction for your records. 

Media Destruction

If you have digital documents that you need destroyed, simply deleting them will not get rid of them. Augusta Data Storage will take digital media like computers, laptops, phones, etc. and securely destroy them for you. Once your media is destroyed your items will be e-cycled and you will be given a document of destruction. 
Are you ready to get rid of old and outdated data? Augusta Data Storage is here to help. Call us today at 706. 793. 0186 or visit our website to get a quote today.

The post When it Comes to HIPAA, Destruction Makes a Difference appeared first on Augusta Data Storage.

Every year the Ponemon Institute releases their “Cost of a Data Breach Study” where they analyze the lasting cost and impact of information security breaches. According to the report, in 2021 the average cost came in at about $180.00 per data record. 

For many businesses it’s not just about the initial dollars lost, it’s also worth weighing the cost of legal ramifications, lowered brand reputation, and presumed loss of customers whether they were affected or not.

In 2021, Ponemon identified the most common initial attack vendors for a data breach. The first was compromised credentials which was responsible for 20% of breaches that year. Second was phishing, this resulted in 17% attacks. The third highest attack was 15% due to cloud misconfiguration. The last attack was business email compromise which resulted in 4% of breaches.

If you’re looking to improve your information security processes in 2022, here are 5 easy steps you can take:

Stay Informed:

It might be overwhelming, but it’s important to stay on top of recent breaches and security threats, as well as what steps you can take or what protocols  you can put into place to protect your organization from those threats. Staying informed will also help you with our second suggestion.

Raise Awareness: 

Education is key, so raising employee awareness of common threats like:

• Email phishing scams
• Entering personal information on public devices
• Not securing computers, electronic devices, and files when you are away from your desk. 

Knowing how to recognize these threats is a great start to ensuring that your employees know the risks and what they can do to protect information better

Be prepared:

No one wants a Data Breach to occur, but that doesn’t mean you shouldn’t have a plan in place in the event that one does. According to Ponemon, in 2021 it took an average of 287 days (that’s almost an entire year!)  to detect and contain a data breach, so the sooner you can put an action plan into place, the better off you will be.

Improve Security Measures: 

Take steps to improve your security measures of digital and hard-copy information. Make sure you use secure passwords to protect your information. Next, ensure  that access to servers and hard-drives is restricted to only those people who need access to secure information. Store paper files in secure cabinets or rooms, or in a secure off-site storage facility.

Make Destruction a Priority:

 If you are managing secure information you should have a process in place to manage the destruction of that data at the end of its useful life. This includes digital archives, as well as paper. 

Partner with a company, like Augusta Data Storage, who can help manage your routine document shredding or annual purge projects for paper records as well as provide you with safe and secure solutions for destroying your outdated electronic devices through our e-waste shredding

Impacts of Data Breaches

Long or short term, data breaches are going to cost you, typically in the fom of lost client trust, and recovery and crisis management costs.  These are just some of the ways a Data Breach can impact your business.

Financial Loss

Hackers’ intentions are to make money.. Once a hacker obtains your information they will either sell it to make profit, or hold it for ransom. The 2021 IBM report found that the average breach cost in the U.S. was $12.50 million. This is a significant increase from the 2020 average of $11.45 million, which was already a 34.0% increase from 2019.

Clients Loss

Your clients trust you to manage and protect their information. For many small businesses, after facing a breach it can be difficult to earn that trust back. In some cases, you may even lose impacted individuals as a client. 

Legal Issues

If you are not handling data properly and a data breach occurs, you could be subject to legal action. This is especially true if the data that was breached included personal information like names, addresses, social security numbers, medical records or banking and credit card information. In addition to the possibility of being sued, you could also be fined by the government.

Bad Reputations

Data breaches can also damage your company’s reputation, which could lead to a loss of clients and business. In some cases, it might even be difficult to recover from a data breach. 

If you have a data breach, it’s important to act quickly and take steps to rectify the situation and improve your security measures to make sure it doesn’t happen again.

Preventing data breaches should be a priority for any business, but especially if you are handling sensitive information. 

There are steps you can take to help prevent data breaches from happening, like raising awareness, being prepared and improving your security measures, and appointing a data breach coordinator to develop proactive policies to protect your data and create a data breach action plan.

What is a Data Breach Coordinator Responsible For?

In the case that a data breach does occur within your business, what are you responsible for?  

On a day-to-day basis the Data Breach Coordinator should be working to monitor risks and educate key stakeholders on opportunities to create better information protection systems.

As the data breach coordinator, you are also responsible for managing your organization’s data breach response plan, notifying the proper people and taking the necessary steps to mitigate the damage caused by the data breach. This includes notifying your clients, as well as any relevant regulatory bodies. 

You will also be responsible for conducting an investigation into the data breach to determine how it occurred and what steps need to be taken to prevent it from happening again in the future.

Data breaches are becoming more and more common, and they can have serious consequences for businesses. It’s important to take steps to prevent data breaches from occurring and to be prepared in the event that one does occur. By taking these steps, you can help protect your business from the financial, legal and reputational damage that can be caused by a data breach.

If you need help managing your data or destroying outdated records, contact Augusta Data Storage. We can help you with document shredding, data destruction and e-waste recycling. Visit our website or give us a call today to learn more about our services.

[Disclaimer: This article is not intended as legal advice. Should you need legal advice regarding document retention and secure shredding policies, please seek the appropriate legal counsel.]

The post Do You Know the Cost of a Data Breach in 2022? appeared first on Augusta Data Storage.

When those items come back to you, they often end up in some corner of a warehouse and no one knows quite what to do with them. Whether your items are proprietary products, or sensitive and classified items, secure destruction ensures that those items won’t end up in the wrong hands, helping your organization avoid potential liability. 

That’s where our specialized destruction services come in. 

Specialized Destruction

Augusta Data Storage makes all destruction easy. We are able to dispose of proprietary items which include: 

• Outdated company shirts and uniforms
• Branded or dated soft goods you no longer need or cannot sell
• Proprietary items or specialized merchandise
• Backstock of limited release items
• Outdated branded materials

When Should I Use Product Destruction? 

Product Recall

If your company is facing product recalls you will want to make sure that they are adequately disposed of. If your company requires proof of destruction, Augusta Data Storage will provide you with a certificate of destruction. 

Counterfeit Products

For the safety of others it is important to discard any products that may result in identity theft, copyright infringements, or distribution of false documentation. 

Defective Products

Don’t risk injuring or misusing a product by reshelving a product recall. Safely and securely destroy any products that could cause harm to your brand. 

Distribution Center Overstock

If your product has reached the end of its life consider e-cycling. Deleting your information of a product does not ensure your safety. Securely destroying it will ensure that no one will ever reach that information. 

Secure and Safe

Keep your clients, employees, and company safe by securely destroying and outdated items with sensitive information. Augusta Data Storage provides safe and secure shredding and destruction on or off-site. 

Products and Materials Augusta Data Storage Processes

At Augusta Data Storage, our industrial shred plant is capable of handling more than just paper. We partner with businesses, hospitals, and retailers, and manufacturers to provide bulk destruction services for a variety of items. 

Our plant is able to process materials like: 

• Fabrics
• Plastics
• Paper
• Film packaging and blister packs
• Corrugated board

Our plant cannot accept the following items: 

• Packaged foods
• Cosmetics
• Pharmaceuticals
• Liquids
• Hazardous materials. 

What are the Benefits of Using Product Destruction Services?

For many retailers and manufacturers, dealing with product overruns, trademarked merchandise or product backstock can be a hassle. When you’re ready to clear your warehouse space to make use for new products and inventory, we can help you get the job done. 

From transportation of your palletized items to short term and long term storage, and finally destruction, the team at Ellefson Transportation Group has the tools and services you need to get the job done right. Here are just a few of the benefits of outsourced product destruction services. 

Cost Savings: 

Reduce your organization’s waste-management fees through alternative solutions such as bulk destruction, and even recycling options, depending on the makeup of your items. 

All-in-one solution 

Team ETG provides businesses with an all-in-one solution for bulk destruction. We can help inventory, transport, store, and destroy your items, all through one point of contact. 

Secure Facilities
When you have proprietary products and trademarked items to protect, you can trust that your items are in safe hands with us. Our facilities are monitored 24/7 and our shred plant uses a keycard access program to restrict entry to unauthorized personnel. 

Recycling Options

We will work with our partners to facilitate any recycling needs for your organization to ensure that recyclable materials do not end up in landfills. 
Unusable, recalled, overstock, and proprietary products can cost you extra space and cause headaches. Because you can’t simply toss these materials in the trash, you need a product destruction partner you can trust. Get in touch with us to see if our product destruction services can help take unneeded products off your hands.

The post Secure Product Destruction appeared first on Augusta Data Storage.

Local hospitals, medical facilities, law practices, real estate firms, library and archives facilities and more have trusted their file-heavy relocations to Team ETG, creating a one stop shop for local logistics and office move solutions. Here’s a look at how we’re getting it done. 

Office Move Process

Before The Move

Before you move make a game plan on what needs to be done. Your plan should include these  four phases: Pre-move walkthrough, move planning, storage service, and project management. Let’s break each of these steps down. 

Pre-Move Walkthrough: Our Moving Coordinators will help you with a walkthrough of your current and new office space to get a better understanding of your needs. This will serve as the foundation of your relocation plan.

Move Planning: We then outline the process and tasks needed to complete your move, including any additional equipment or speciality relocation needs, temporary storage, and FF&E delivery and installations.

Storage Service: If you are in need of a storage facility for the time being, we offers long or short-term storage.

Project Management: You won’t have to do this alone because your Move Coordinator  will be there every step of the way.

After The Move

After all of your items have been transferred to the new space, our team will assist with reassembling  furniture, IT and equipment setup, debris clean up and haul away, and a final walk through of the new space to ensure a job well done.

Relocating Your Medical Facility

Ellefson Transportation Group is a relocation partner for many of the area’s top hospitals and medical universities, and medical practices. We have experience relocating specialized equipment, patient rooms, OR rooms, offices, and labs. 

In addition to managing the relocation of the physical components of your medical office or hospital facility, our team is also available to help with medical file relocation, off-site records storage, and secure purge shredding. 

Medical files contain a vast amount of sensitive information, which is  why it’s important that you are able to maintain a tight chain of custody during storage, relocation and secure destruction.

Need a little extra storage space for archived records?  Our secure, off-site storage facility is a great place to store your healthcare records. Retrieval is simple and we offer 24/7 records access to our clients, because we know that emergencies are never predictable.  

Relocating your Library or Archives Facility

Are you moving or downsizing your library or archives facility? Ellefson Transportation Group will be right by your side as we pre-map your space, assess your phasing plan, and outline your time requirements. We will work with you throughout the whole process to ensure your items are set up and relocated the way you’d like your classification system to be.

We also include:

• Weather Proofing
• Protective Packing Material 
• Library Carts for Relocation 

Moving Your Files Off-site

If you are looking to relocate your files off-site, our sister company, Augusta Data Storage is a local leader in the secure storage and records management space. 

Here’s a peek inside our file relocation process:

We take your existing filing system and maintain it so that you can eliminate downtime and re-organization once you’ve moved. 

While you are preparing your files for relocation, its a great time to separate outdated records and set them aside for bulk purging.

On the day of your relocation we will move your active and archived files. The files that were set aside for purging will be securely destroyed in either our mobile shred unit or at our facility.

Our storage facility is equipped with state of the art security so you will never have to worry. You will be able to check the storage status and manage retention schedules  through our O’Neil inventory monitoring software. You can also make service requests via our customer portal. 

Do you have records and archival items that require special storage conditions? We offer a climate-controlled media vault for those items and also manage a NARA compliant storage facility. 

Pre-Move Purges

If you no longer need certain items the best thing to do is to purge them. Augusta Data Storage specializes in purging or bulk shredding of paper records and electronic devices.

Bulk Purging

If you have a large amount of files that are no longer needed we suggest a bulk purge before your move. This helps to minimize the volume of files that have to be relocated to your new facility and helps you maintain your information management standards.

Purge Outdated Electronics

When an electronic device comes to the end of its life many people think that  deleting the information from the devices means it is no longer accessible. With advancements in hacking and file recovery technology, a simple erasure will note ensure the destruction of your information. 

To safely destroy your electronic devices you should consider e-cycling them. Augusta Data Storage is able to help you safely and securely dispose of your electronic via our mobile shredding truck or at our facility. 

Specialized Storage

If your items require specialized storage, we have you covered. The Ellefson Transportation Group family of businesses offers:

• NARA compliant storage for archives and government records
• Vault storage for tapes, microfiche, film, hard drives, CDs
• Palletized storage for old computers and electronic devices
• Logistics-ready storage for furniture, fixtures, and equipment while you’re preparing your new office space/ storage of older, unused items if you’re downsizing.

If you’re ready to get moving, ETG offers an all-in-one solution for your office move services. ETG specializes in:

• Logistics
• Office Moves
• Records Management
• Record Relocation
• Record Destruction

Get in touch with one of our relocation coordinators or visit our website for a quote today.

The post Preparing for Your Next Office Move or Specialty Facility Relocation appeared first on Augusta Data Storage.

Information management is the process your organization uses to manage the integrity and security of your information throughout the life-cycle of your records. The phases of the information management lifecycle typically include

1. Information Acquisition: Protect your information once it is in your possession. This information can come from emails, financial transactions, form submissions, patient records, etc.
2. Active File Storage: This is where you will store your documents that are used on a regular basis. This should be in a secure location like a locked cabinet. 
3. Archived File Storage: This is where you will store files that are no longer needed until they can be safely disposed of.
4. Document Purging: Schedule regularly to ensure documents aren’t lying around once outdated.
5. Document Destruction: A secure and safe way to dispose of items that are outdated or no longer needed.

Why Does It Matter?

What makes information management so important? When you develop this process for your business it allows you to create a trackable paper trail for your records. 

This helps ensure that your business is compliant with laws and regulations that specify appropriate use and management of sensitive information. Proactive information management helps you avoid potential data breaches and creates fail safes to protect your business throughout the information lifecycle. 

The ways we use and exchange information are always evolving, and so are the threats to protecting the integrity of your information. Whether you’re managing large volumes of hard copy information or need to backup and store digital volumes, there are some steps you’ll want to take to improve the quality of your information management systems.

Ways you can strengthen your RIM programs

Stay Alert

It’s alway important to stay on top of trends that discuss recent breaches. This way you are able to track threats and potential risks that your business may be facing. Did you know that in 2021 there were over 10 million data breaches and cyber incidents? 

Employee Education

It’s important to educate your employees on your information policies, what they are, why they are there, and what they should do if a breach does occur. 

Effective RIM policies help to protect the integrity of your information like personally identifiable information of your clients and employees, proprietary data, financial data and more. A breach can cost your company both figuratively and literally.

Strengthen Access Requirements

Who should be allowed access to what in your business? It’s time to tighten up on these requirements as the digital age continues to advance. Your employees’ access to information can be determined by their job role, department, or even person-by-person basis. 

Retention Policies

A retention policy is put in place to control how data will be saved for compliance or regulatory reasons as well as how it will be disposed of when no longer needed. 

Effective retention policies help to improve how resources are utilized, control the volume of records, demonstrate compliance, enforce implementation, improve retrieval of records, and reduce litigation risks. You should be modifying your retention policy annually or any time there are major legislative changes. Augusta Data Storage can help manage your retention and purge schedules for records that are stored at ADS.

Secure Destruction

Augusta Data Storage offers certified secure destruction services for both paper and electronic records/ devices. Our NAID-AAA certification ensures that your items will be securely destroyed and you will be presented with a certificate of destruction for your personal records. The requirements for our process control include:

• Employee screening and security checks
• Operational security requirements
• Facility security requirements
• Destruction process requirements
• Overall organizational requirements

Protecting Digital Assets

When it comes to keeping your digital assets safe you want to make sure your items are in good hands. That’s why our media storage solutions have been designed to keep your assets safe from theft, loss, and damage. Our climate controlled media vault is equipped with restricted access, 24/7 security surveillance, and automatic backup power generators. There are no long-term commitment obligations so you are able to store your assets as long or as short as you need. 

Once your media is outdated and no longer needed Augusta Data Storage can destroy your e-waste through our e-cycling process. This will ensure that your information is secure even in your devices afterlife.  

Layered Backups

If your business is managing digital files, consider layered backup systems with an off-site copy of your archives. Think about many different solutions when it comes to backing up your information. Once you’ve done that you should consider an “air gap.” An air gap is backing up your information offline so that it isn’t accessible to threats that could infect your server system. You should be following this method: 3-2-1-1:

• 3 copies 
• 2 different formats
• 1 offsite
• 1 offline

Secure Storage 

When it comes to managing sensitive data, secured storage or restricted access storage is a great way to combat against possible security breaches. Improve the security of your active and archived file areas by limiting access to your filing areas, based on the access details we shared above, or relocating your information to an offsite storage facility. Augusta Data Storage offers a 160,000 sq.ft. offsite facility equipped with monitored and secure storage solutions for both paper and electronic assets. 

E-waste destruction & E-cycling

What is e-waste?

E-waste is the destruction of electronic components and materials that no longer work. Some of these devices include: Hard drives, computers, cell phones, tablets, etc. When these devices no longer serve their purpose you should always safely and securely dispose of them. That’s why Augusta Data Storage offers e-cycling for your e-waste.

What is e-cycling?

E-cycling is designed to reduce or eliminate the breaches and environmental risks that come with the disposal of your end-of-life electronics. Deleting your information is not enough to keep it safe. Secure destruction is the best option when it comes to keeping your information safe.

Ready to improve your RIM processes?

Augusta Data Storage is here to help. Our services range from bulk purging to media and document storage. Whatever your need may be, call us at 706. 793. 0186 or find us online for your quote today.

The post Ways to Improve Your Information Management appeared first on Augusta Data Storage.

Types of Large Format Scans

Large format scanning services can digitize a variety of different types of documents. The most common types of large format scans include:

• Wide format documents:
  • Blueprints, construction documents, architectural drawings, and engineering drawings
• Oversized documents: 
  • Posters, maps, and other paper documents
• Paper documents:
  • Wide documents, any length

Digitizing blueprints is beneficial because they can be easily edited. If you need to make changes to a digitized blueprint, you can do so without having to create an entirely new document. This is a huge time-saver, especially for businesses that rely heavily on large format documents.

Augusta Data Storage uses specialized equipment to digitize blueprints and other large format documents. The process is quick and easy, and saves you time and money. If you have a large number of paper documents that you need to digitize, we recommend using our large format scanning service.

Our Conversion Process

Augusta Data Storage offers a bulk scanning solution which provides you with a quick and easy way to convert your paper documents into digital formats.

Businesses and healthcare providers are moving in the direction to reduce paper and a more secure way to store information. Converting archived paper records to digital may feel like a scary step but it can not only save you time but money as well. Say goodbye to sorting, scanning, and organizing your large volumes of documents.

OCR

Optical Character Recognition is the perfect option when converting large format scans. This process allows you to:

• Make text edits on your your documents
• Easily find your archives through a text-based search in your database
• Eliminates human error while entering your data during the scanning process
• Save time and money through scanning projects in bulk

Why Digitize 

There are many benefits of digitizing blueprints, architectural renderings, engineering drawings, and other large format documents. Digitizing these documents is a more efficient way to share them, and it also reduces the risk of losing important documents.

Technical drawings are often digitized so that they can be shared with clients or contractors. Rather than sending hard copies of blueprints, digitized versions can be emailed or uploaded to a secure server.

Not quite yet ready to let go of your original documents? Not to worry, Augusta Data Storage can scan your original documents and securely store the old ones for you. 

The post Specialized Scanning with Augusta Data Storage appeared first on Augusta Data Storage.

For many businesses, compliance and information security laws set standard retention requirements for different categories of information. Always remember to review and comply with your organization’s retention policies before scheduling a records purge.  

What Is Purge Shredding?

Purge shredding offers a simple, and secure destruction solution for large volumes of documents that are in need of disposal. Augusta Data Storage uses industry leading shred equipment to safely destroy your items within minutes. Our process is not only the safest route to go but quick and stress-free every time. 

Still hesitant about outsourcing the destruction process? 

The Augusta Data Storage shredding process is NAID-AAA certified and presents you with a document of destruction when completed.

Purge Shredding vs. Scheduled Shredding

What’s the difference between annual purge shredding and scheduled shredding? 

Purge Shredding

Annual or semi-annual purge shredding is a part of many record retention policies. Our secure one-time shredding process includes the disposal of outdated files from your archive. Many of our clients who are in need of this service are clients that are dealing with: Relocation, end of the fiscal year, or tax season. These are often times that require sorting and organizing large collections of files at once.

Scheduled Shredding

Unlike annual purge projects that require large amounts of file destruction, scheduled shredding helps you maintain the security of your day-to-day paper waste that does not need to be archived, but still needs to be protected. You are able to customize your scheduled shredding from the size of your collection containers, to the frequency of pick-ups.

How Does Purge Shredding Work?

What happens during our purge shredding process?

1. Records are removed from archives or records storage, based on predetermined factors such as dates, record types, past customers, etc.
2. Records are sorted and prepared for destruction which includes removing from binders, removing large clips, etc.
3. Records can be destroyed on-site with our mobile shredding units or taken to our secure shredding facility.
4. Once your items have securely been destroyed we will present you with a certificate of destruction with a list of items that had been destroyed along with the date for your records.

Here are a few tips to help you prepare for your next records purge.

What Are The Advantages of Purge Shredding?

The advantages of purge shredding at Augusta Data Storage include:

• Saves you time by doing it all at once 
• Augusta Data Storages plants shred documents in bulk
• Our facility is safe and secure 
• Our team undergoes a background check 
• We provide a tight chain of custody
• Our processes are certified/compliant 

How Long Should I Keep My Records?

Retention scheduled detail how long you should keep your records. Generally speaking, these schedules depend on three things, actions, expenses, or events which the document records. 

What Should You Keep? 

You should keep your records that include an item of income, deduction or credit shown on your tax return. Once your period of limitation for that tax return expires, you are then able to dispose of it. 

Are You Ready To Purge and Shred Your Items? 

Augusta Data Storage is here to help. Call us today at 706.793.0186 or get a quote today.

The post Reminder: Schedule Your Annual Purge Shredding appeared first on Augusta Data Storage.

For many businesses, a move also forces you to take inventory of the items you have on hand and decide what stays and what goes. This often includes filing cabinets, records storage areas, and these days, IT closets and storage spaces full of used computers and other digital assets. If you’re not sure how to safely store or destroy these items, Augusta Data Storage can help.

Managing Your Assets During a Move

As moving day gets closer your team is likely focused on sifting through the items in your current office space, packing, and prepping for the moving crews to arrive for the big day.

But,what happens when you come across filing cabinets full of old records and documents, or a rack full of old computers or tablets?

You obviously want to protect the information, so throwing it away isn’t an option. And, maybe you’re downsizing your office space, so storage space is limited to only “must-have items.”

Finding the appropriate option for storage or destruction can be a tall task, and coordinating as a part of your moving timeline can be even more cumbersome. When you work with our partners at ADSI Moving Systems, the solution is easy.

Simplifying Storage

At Augusta Data Storage, our 160,000 sq.ft. facility offers a variety of monitored, secure storage solutions for both paper and digital assets.

Have archived documents you need stored?

Our Records Management team will pack and load your records, index them and store them in our secure records storage facility. All of your records will be barcode labeled for simple tracking and management within our facility and retrieval access is a breeze.

If you would like to keep an eye on your things from a distance we offer tracking and management options through our cloud-based client portal.

Looking for Secure Storage for Your Digital Assets?
Our warehouse offers a variety of climate controlled storage options, perfect for excess computers, monitors, hard drives, laptops, tablets and more.

Ahead of your move we can work with you to schedule packing and pickup of your digital assets and offer affordable palletized storage in our temperature controlled, restricted access warehouse.

Electronics and other specialized media need to be kept safe from heat, humidity, water damage, and theft/loss. Not only do we offer a climate controlled vault but we also offer a full-scale warehouse that is climate monitored. Both our warehouse and vault include:
– Off-site, secure storage
– Scheduled media rotation services
– 24/7 access and delivery options
– Emergency response capabilities
– Disaster recovery planning
– Computerized tracking and retrieval management
– 24/7 climate control and hazard protection

Take Destruction off your To-Do list

If you no longer need your records, outdated hard drives, old computers, and other electronic devices, secure destruction is the only way to ensure that the information is no longer accessible.

Augusta Data Storage offers secure shredding and specialized destruction for your end of life records, files, and e-waste.

Our processes are NAID-AAA certified which means your items will be safely destroyed. Once we have completed your destruction you will receive a certificate for your records. Additionally, our e-waste solutions focus on creating a zero waste process, meaning your items are e-cycled, a process that’s better for your business and our environment.

We’re Moving You Forward

Ellefson Transportation Group is committed to moving you forward. That means creating more of the solutions you need to get the job done right. When it comes to managing office moves, our team is proud to offer solutions across our family of companies that brings convenience and ease to a sometimes stressful process. ADSI Moving Systems and Augusta Data Storage can help you manage your move with less stress, and less mess. Contact one of our relocation consultants today to learn more.

The post Business Solutions: Secure Storage for Computers and Digital Assets appeared first on Augusta Data Storage.

Imaging

Document scanning is fast, easy, and secure. We take the hassle of page-by-page scanning off your plate and expedite the process. When your digitize your records you’ll be able to

• Locate and retrieve information quickly
• Streamline business processes
• Free up costly office space
• Keep your information private and your business compliant

Bulk Scanning

Augusta Data Storage provides bulk scanning services for businesses, medical offices and professional services firms. Our scanning and imaging process migrates all your files from paper to digital in bulk, so you can streamline the process of  going paperless. 

The files can be sorted and archived to help speed up your day-to-day operations by making it easier to search, access, and manage your information with a few simple clicks.

Document Conversion Process

What does our document conversion process look like?

Records Transfer

It all starts with our qualified team transferring your records to our facility for conversion.

Digital Conversion 

Our document conversion process allows us to convert bulk records to save your internal team time and resources. Once these items have been converted they will be organized and securely delivered for easy upload and integration in your digital systems. 

Secure Records Storage

Your items can be kept in our offsite storage warehouse that is secure and monitored. Our environmental security features include access to NARA compliant and climate-controlled storage options.

Digital Backup Storage

We recommend storing your digital files on the cloud either on-site or offsite. Our on-site storage includes a climate-controlled vault for digital backup devices, tape, and other temperature and climate-sensitive items.

Secure Destruction

Last but not least, Augusta Data Storage provides secure destruction during the conversion process. This is a NAID-AAA certified process which is the safest solution for your no longer needed files. When we complete this process we will provide you with a certificate of destruction.

OCR

Optical Character Recognition (OCR) scans and digitizes your files to transfer your hard copy information to a powerful digital database. OCR identifies text in photos and scanned documents and converts them into electronic documents. These documents can be edited, searched, and stored digitally.

Extra Solutions

File Relocation

Augusta Data Storage provides a secure and efficient process to have your documents relocated. If you have a large volume of files that need to be converted, our team can help pack and relocate them to another office or to our storage facility. Our trained staff will ensure your files are safely and securely relocated to their new destination. 

Files/Archive Storage

Need somewhere to archive your recently converted paper records? Your files are safe in our state of the art storage facility. Our restricted entry warehouse is monitored by surveillance 24/7. Additionally, our facility is equipped with fire, smoke, and hazard warning systems. Need access to those files, login to our client portal or reach out to us to 24/7 access and retrieval options.

Retention Schedules

If your records are stored offsite at our facility, Augusta Data Storage helps you manage retention schedules for your records. You can set and update your schedules in your customer portal and when it’s time for your records to be purged and destroyed, we can help with that too. 

Puge Shredding

Once your records reach the end of their lifecycle, our NAID-AAA certified shredding process ensures your records are properly destroyed. Once your files are securely shredded, we provide you with a certification of destruction for your compliance records. Need regular access to routine secure shredding service? Augusta Data Storage provides scheduled shredding services as well. Get the full scoop here. 

Retention Schedules

Augusta Data Storage can help you manage retention schedules for your records. Whenever you are ready to destroy your records, Augusta Data Storage can destroy them for you.

Still dragging your feet when it comes to going paperless? Augusta Data Storage can help. From scanning and imaging to storing and shredding, we’re your one-stop-shop for tackling records digitization. Contact us today for your quote or give us a call at 706.793.0186.

The post Scanning and Imaging With Augusta Data Storage appeared first on Augusta Data Storage.

Sadly these numbers are only going to further increase with time and the data breaches outlined below show that cybercrime isn’t going anywhere anytime soon.

Microsoft Exchange Server

The zero-day vulnerabilities found on the Microsoft Exchange server in January of 2021 were exploited by cybercriminals to get data through spear-phishing campaigns. Although data was encrypted, hackers managed to steal data such as emails and chat messages from over 4 million companies and individuals around the world.  

McAfee data breach 2021

A data dump of over 4.7 million account details including usernames, passwords and security questions were released by the “Shadow Brokers” group in September of 2021. Victims included employees from large organizations like Microsoft, Apple, Google, AT&T and Verizon among others.

FBI data breach 2021

Hackers managed to get data from over 3 million people via a data breach at the Federal Bureau of Investigation (FBI). Around 2.2 million more had data stolen through an attack on the agency’s IT infrastructure. The data stolen included data such as names, birthdates and social security numbers of FBI employees and law enforcement officials.

Russian data breach 2021

In what is being termed by many cyber-experts as the biggest data breach of all time, data from over 170 million US citizens was stolen in a data breach at a Russian data firm known as RISS. Personal data such as names, birthdates and social security numbers were compromised in this data stealing spree by hackers. This data was then sold to other cybercriminals, who in turn used it for profit-seeking activities like identity thefts.

Uber data breach 2021

In 2021 it was uncovered that Uber had experienced and then covered up a data breach in 2016 that led to data from over 57 million drivers and customers being stolen by hackers. The hackers access the information from third-party cloud based servers used by Uber at the time. Bloomberg News reports that company executives originally paid the hackers $100,000 to delete the data and keep news of the data breach quiet.

OkCupid

This popular dating site experienced a data leak in May 2021 at the hands of hacking group, “The Impact Team”. Personal data such as emails, IP addresses and preferences were leaked on the internet after data from over 30 million users were compromised.

Adult Friend Finder

One of the biggest data breaches in 2021 also included AdultFriendFinder, where hackers accessed data from over 37 million users of the popular site. Leaked data including things like email addresses, usernames, interests and other personal details.

Facebook

Social media sites are often the subject of data theft because millions of people use their login credentials to access accounts on other sites across the web. A data breach at Facebook in 2021 leaked data from over 1 billion accounts, including emails, phone numbers, location, gender and userid information. After the initial data scrape, the user data was posted for sale on hacker forums for a short time. 

Protect your business from cyber breaches with Augusta Data Storage

While these major breaches all happened in the digital space, it’s important to remember that many vulnerabilities exist offline. It’s important for businesses to prioritize information integrity in digital and hardcopy. Whether that’s through destruction of outdated digital devices, secure destruction of records and files, or off-site secure data storage, Augusta Data Storage is here to help.  
Call us today at (706) 793-0186 or check out our online quotes.

The post [2021] Data Breach Report – Biggest Cyber Breaches appeared first on Augusta Data Storage.

E-Waste

What is e-waste? E-waste includes: TVs, CFLs, LED lights, computers, computer monitors, printers, and more. E-waste accounts for 70% of toxic waste and fills 2% of U.S. landfills.

E-Cycling

Wondering what you can do with your e-waste? Avoid adding to the growing e-waste problem and e-cycle through public recycling areas, electronic suppliers, or e-waste recycling companies to ensure that these items are properly disposed of. 

Public Recycling Areas

Find out where your local recycling center is located and ask about an e-waste recycling program, what items they accept, and where their drop off location is.

Electronic Suppliers

You can find e-waste programs from retailers and electric companies such as Best Buy and Samsung. Visit various websites like these to find out which companies provide these programs. 

E-Waste Recycling Companies

Augusta Data Storage offers e-waste recycling options for many different types of electronics. You can contact us today to find out more about our e-solutions program.

What’s So Important About Recycling E-Waste? 

According to GESP, from 2014-2019 53.6 million metric tonnes of e-waste were created. This resulted in a 21% growth from 2014 to 2019. The World Health Organization helped put this amount into perspective; roughly 54 million metric tonnes of e-waste weighed as much as 350 cruise ships.

Environmental Safety

When electronics are thrown away and start to decompose, they release harmful materials that are dangerous for the environment. This puts water sources and  animals and vegitation that depend on those water sources at risk. 

Information Security

Apart from environmental security, information security is a driving factor when it comes to e-waste management. To avoid sensitive content being extracted after disposing of your electronics, proper e-waste destruction and recycle is recommended. At Augusta Data Storage, our hard drive destruction services are NAID-AAA certified, maintaining a tight chain of custody for your items and providing you with a certificate of destruction. Once the hard drives are destroyed, our partners work to remove any toxic and harmful materials from the e-scrap, before sending the remaining metal and plastic to be recycled.

Our e-cycling process is a zero-landfill solution and we’re proud to partner with e-cycling experts and post-consumer recycling companies who prioritize environmental stewardship. 

Importance of Sustainable Business Practices

On the heels of growing environmental concerns and sustainability initiatives, taking steps to reduce your carbon footprint and lessen the impact you and your organization have on the environment is more important than ever. 

How can you create a more sustainable work space in 2022? Here are some sustainable trends we will see in 2022: 

Renewable Energy

Even if your facility can’t make the switch to renewable energy, consider supporting companies who value renewable energy this year. Apple, Intel, Google, and Microsoft are great companies that rely on renewable energy, citing price, and price predictability. Switching to clean energy will help your business  gain efficiency and a greener future.

Net-Zero Emissions

Pledge to implement a net-zero goal into your company. Once you set the goal, track, reduce and eliminate carbon emissions you create in your day-to-day operations What is in it for you? This creates a healthier environment for us and attracts environmentally-conscious investors and customers. 

Give-Back Programs

Give back this year by donating profits to charities, relief organizations, and other great causes. Not only are you doing a good deed but this will attract new customers who are looking to donate through their purchases.

Sustainable Food Products 

Plastic is out and more sustainable packing is in this year. Seaweed, mushrooms-derived and cornstarch among other products have been used to replace plastic. Surpluses are taking leftover ingredients that are no longer needed to create new products. So, if you’re stocking the snack room or picking up take out, consider foods and restaurants that prioritize sustainable packaging. 

How Augusta Data Storage Prioritizes Sustainable Shredding 

Augusta Data Storage has teamed up with an Georgia-based recycling partner to provide electronic waste solutions that are designed to eliminate environmental and security risks that come with the disposal of electronics. 

So, what does our e-waste process look like?

We protect your business when it comes to e-shredding and destruction with our NAID-AAA compliant process. 

• You Dispose
  • Once you have decided that you are ready to discard unwanted items you can either drop them into one of our secure shred containers or contact us for bulk purge shredding.
• We Shred
  • You are able to schedule regular shredding services or make a one time appointment. Either way your items will be securely disposed of through our NAID-AAA certified process through our on-site shred plant or our mobile shredding units.
• We Process & Bale
  • No matter the service you select, the shredded paper will be baled and processed at our facility. Once that has been completed they are ready to be recycled.
• Partner Recycling
  • Our partners at GP Harmon pick up the recyclable bales and turn it into something new.

The post Sustainability and E-Cycling: What You Need To Know appeared first on Augusta Data Storage.

Know Your Retention Policy

And if you don’t have one, make one! This is a crucial first step, if you don’t have a written plan in place, there are bound to be mistakes. Your policy should include information on how long records should be archived, how often you move them into your archives, and what the process is for file purging when records become out of date, as well as where and how records will be archived.

What’s The Purpose of A Records Retention Policy?

By developing and implementing a record retention schedule, an organization can:

• Improve their overall utilization of resources
• Control the growth of records volume
• Demonstrate compliance with regulatory recordkeeping requirements
• Enforce the consistent implementation of record-keeping policies
• Improve ability to locate and retrieve records when required
• Reduce litigation risks

Who Needs A Records Retention Schedule?

As the volume of your information grows, the risk factors and potential threats do as well. To avoid this happening, an organizational retention plan is ideal for any corporation. The development and implementation of a records retention schedule helps to ensure companies comply with state and federal information privacy laws. Don’t fail to oversee the different moving pieces within your organization’s data and information infrastructure. Establish a system for managing, monitoring, and purging records. 

Build a better records retention policy with these tips. 

Know Your Document Disposal Policy

Did you know that businesses handling sensitive or personal information should have document destruction policies in place? Regulations like the FACTA Final Disposal Rule and PCI compliance (1) set out guidelines for the appropriate way to handle the destruction of sensitive information, and having a policy in place to address these items is key in preventing data breaches and information theft. 

As a NAID AAA Certified service provider, Augusta Data Storage is committed to helping you create a destruction policy that works within the parameters of your file retention policy, we are an authorized compliance toolkit representative  and we have the tools in place to help you put together a written disposal policy.

Define Common Searches To Help Organize Prior To Your File Purging

If you are sorting and purging files this year, define your most common search parameters and use those to organize and sort your files. If you search by date, sort files chronologically, if you often search by name, search alphabetically, and if you search by order number, organize your files numerically. Having a system in place will help you avoid misplacing files or filing them in the wrong locations.

File Purging

Once you have determined which files are no longer needed, Augusta Data Storage will destroy your sensitive files. Businesses are able to schedule as many or as little record purges as needed. The scheduled purges can range from annually, semi-annually, or even a one time purge. We take pride in our secure purging to ensure your documents are safe from threats. 

Know Your Storage Options

When you have all your files sorted and it’s time to get them filed away, what are your storage options? Will you be moving them from an active file location to an on-site archive? Or do these files need to be moved off-site for external storage? 

Augusta Data Storage can help with both. Even if you just need a few extra hands to get your files from one end of your facility to another, our crews can help you! Running out of storage space? Not to worry, our 100,000 ft. warehouse can house your archived files, and if you need them later, our retrieval program is at your service!

Internal File Relocation

Our team of experts at Augusta Data Storage will help keep things organized and expedite the process of relocating bulk file storage areas. This is ideal for office moves, relocating active records to archive storage facilities and more. 

Whether you’re relocating files to a new office, or from one storage area or warehouse to another, our trained and insured staff is here to help. 

File Relocation services are available for a variety of organizations including:

• Businesses and professional services companies
• Libraries and Archival Facilities
• Laboratories
• Healthcare Facilities and more

External File Relocations & Off-site Storage

If your company is looking to relocate files off-site and out of your active file storage areas, Augusta Data Storage will pick up files for secure transport and refiling at our secure off-site storage facility. 

How Do We Track and Organize Your Records?

Boxes will be picked up at the customer’s location, barcoded, and scanned to keep record or what work order. Once it is in the facility and ready to be stored, the box will be scanned to a specific location in the facility. Additionally, if a customer requests their item, we will barcode it before delivery to keep track of the item.

What Are The Benefits of Security and Tracking?

Our security systems ensure that we are able to maintain a monitored chain of custody for your information. Our restricted access entry monitoring and barcode tracking allows us to keep tabs on who accessed your records and when. 

Get the full scoop on our file organization and tracking here. 

Don’t Forget About Digital

In a time where digital information is king, it might be easy to overlook the importance of archiving and protecting your e-assets, but we’re here to help with that as well! Whether you have a room full of old outdated electronics that need to be disposed of properly, or boxes of tapes and backup discs, we’ve got you covered. 

Our climate controlled vault storage has all the items you could need to get your year-end back-ups archived and our e-solutions program is designed to help you safely and securely dispose of your end-of-life electronic devices so that digital information is not compromised in the disposal process.

Your Local Records Destruction Partner

With Data breaches on the rise, and regulations constantly changing to better protect consumer information, you owe it to yourself and your clients to ensure that your end of year archiving and purging process does not place their information in any danger of being compromised. Augusta Data Storage is committed to creating secure storage and destruction solutions to help ease the stress and burden of managing your files, both digital and hard copy. Contact us today to find out more about how we can help you tie up all your loose ends and close out 2021 with minimal stress!

Check out this video to learn more about working with a NAID AAA certified company.

The post Tips For Tackling Your Year-End File Organization appeared first on Augusta Data Storage.

Records Storage and Management Solutions

Here at Augusta Data Storage, keeping your records secure is our top priority. That’s why our storage facility is servailed 24/7 to ensure only authorized access is permitted to your records. When it comes to keeping your records physically secure, our storage facility is equipped with advanced fire, smoke, and hazard warning systems, and we even offer climate controlled storage in our secure vault.

Climate Controlled Storage

Our custom-built, vacuum-sealed vault is protected by the Halon 1301 suppression system. This keeps our room set at 68 degrees fahrenheit with a humidity level of 40%-60%. The climate controlled vault storage is ideal for backup tapes and discs, hard drives, and other climate-sensitive items. You can rest assured that your electronics and other media will also be secure and protected against fire and water damage, theft, or loss.

Digital Management

We make record management easy with software by O’Neil. Your Client Portal allows you to control, access, and manage vital records efficiently and securely.

Retrieval Access

If you need your records, we offer a variety of access options. Scan on demand allows you quick and easy digital delivery of your records via encrypted email. Need a hard copy? Request a file pickup or delivery to one of your authorized managers. .

Retention Management

We can also help you manage your records retention schedules. Once the destruction date arrives, you will have an opportunity to review records to confirm destruction. Once destruction is approved, your records will be pulled from our storage facility, and securely destroyed. Upon destruction we will provide a certificate of destruction.

Document Conversion

Ready to go all-digital and save on that file storage space? Our document conversion services give you a quick and simple solution for converting years of paper records to a searchable digital archive.

Once scanned your digital files are delivered to you and we can also keep a second copy on site, in our secure climate controlled vault.

Once we’re done scanning your records, if you no longer need them, we’re happy to provide bulk shredding services.

File Relocation

During your right-sizing, file relocation is a great place to start. Although relocating files to a new office or off-site storage facility can be daunting, Augusta Data Storage has created a way to make it easier.

Bulk Purging

If you are managing personally identifiable or proprietary data, you are responsible for the integrity of that information through final destruction. It can be tempting to simply toss old our outdated records, but, if found, your old records can create a paper trail leaving you liable for a variety of information management mishaps.

or Moving your office is the perfect time to take advantage of bulk purging services. Bulk purging is a quick and easy way to dispose of large volumes of these unwanted or outdated files. Our NAID-AAA Certified process ensures that your information is destroyed securely. Once your data has been purged, we will send you a certificate of destruction as a record of compliance.

Scheduled Shredding Service

Once you have completed your office relocation, call Augusta Data Storage for your shredding needs. We provide scheduled on-site shredding to ensure your documents are secure during the destruction process. We are able to do bi-weekly, monthly, or quarterly shreddings. This way you are able to keep your space clear and organized from now on.

Extra Space Solution

As you begin to right-size your office space, Augusta Data Storage is your local partner for records management, storage and destruction services. Taking advantage of our off-site storage solutions is a quick and easy way to minimize your office’s footprint. Contact Augusta Data Storage today for additional information.

P.S. Don’t forget our sister company, ADSI Moving Systems, for all your office relocation and logistics needs.

The post Right-sizing Your Office Space? appeared first on Augusta Data Storage.

Whether you’re a health provider, a financial institution, a law office, service provider, or retail establishment, chances are you are managing some type of secure data on a daily basis. Think you aren’t a target for information security threats? Think again! If you manage any of these types of data regularly, chances are people want the information you have:

• Personal information
• Payment processing records
• Employee Records
• Health Insurance Records
• Banking and other Financial Information

So, what’s so great about Augusta Data Storage?

How can we be a game-changer for everyone? We’re glad you asked! We offer a variety of services that can help you manage your active records and securely purge documents and electronic devices once they reach the end of their useful life. Here are 10 Reasons Augusta Data Storage is the key to developing information security programs.

All-In-One Records Management Solutions
Augusta Data Storage is an all-in-one service provider when it comes to records management solutions, whether your records are active, archived, in need of storage, or ready to be purged and destroyed we can help you.

If you are looking for protection over your information, Augusta Data Storage is the best solution for you. You are able to choose your desired duration of storage for sensitive content without long-term commitment obligations. Our Record Management Services include:

• Hardcopy Records Management
• Computer Media Storage
• Barcode Tracking
• Copy Service
• Daily Courier Service
• Secure Document Shredding
• Disaster Recovery Planning
• Facsimile Delivery
• Business Forms Storage
• Microfilm Storage
• Computer Inventory Reports
• Mail Service
• 24/7 Record Access
• Packing and File Conversion
• Record Cartons Sale
• File Purging and Relocation

Records Relocation Services
Whether you’re moving your records to an on-site archive area at your facility or need to move them to an external storage facility, we can help. There are no requirements that your records be in our storage facility, we are always happy to help you securely and efficiently relocate them to their new storage location.

As a bonus, during your record relocation, we are able to purge records that are no longer needed. We offer on-site destruction in our mobile shredding units, or at our Augusta shred facility. When your records are sorted for destruction and transportation,we will relocate them, securely shred unneeded documents, and provide you with a certificate of destruction.

Secure off-site storage options
Speaking of storage, we offer secure off-site storage for all your paper records. Our storage facility has 120,000 sq. ft. of restricted access space with options for document retrieval, in the event you need access to your records.

This facility is also monitored for fire and intrusion 24/7. We use a “dry” fire suppression system, providing extra peace of mind that it does not contain water unless an actual fire is detected.

Specialty Storage
We understand that all documents and records are NOT created equally and that some items require specific storage conditions. Augusta Data Storage offers a secure and climate controlled storage area for our customers with specific needs. We even have designated N.A.R.A certified storage areas in our facility, so no matter your storage needs, we can help you find a solution.

Our specialty storage includes a climate controlled solution. If your documents are sensitive to temperature or humidity, here’s what our climate controlled units includes:

• Off-site, secure storage
• Scheduled media rotation services
• 24/7 access and delivery options
• Emergency response capabilities
• Disaster recovery planning
• Computerized tracking and retrieval management
• 24/7 climate control and hazard protection

Computer Indexing
If you think having records off-site sounds like a hassle, think again. Augusta Data Storage provides computer indexing for your files with a customized tracking system that is easy, convenient and simple to use. This helps us improve off-site control while still allowing you easy access to the records as you need them

Our record access services include cloud-based access, hard-copy retrieval access, and scan-on-demand delivery. Cloud-based solutions allow you to access your documents anywhere and at any time. You are able to check inventory, request records, and manage retention schedules through our client portal. Need to request a hard copy? We are able to deliver your records or prepare them for pickup by approved individuals, 24 hours a day and  365 days a year. Lastly, our scan-on-demand allows you to receive records through encrypted emails immediately.

Document Purging Solutions
Just the name sounds tedious, and we understand that purging records can be a HUGE undertaking, which is why we have developed a process to help you sort, purge, pack, inventory, and relocate your files without causing disruption to your day-to-day operation.

Avoid security threats to you, your customers, and clients. Purge all of your old outdated and unused documents through our NAID-AAA certified processes. Once we finish destroying your records we will send you a certificate of destruction. If your company does not require a constant need for this service, we offer annual and semi-annual purging. 

Document Scanning
We get it, sometimes paper is a hassle, and electronic files are the way of the future, but that doesn’t mean you don’t have old paper files lying around. We can help you manage your document scanning project and convert all that paper to an organized e-filing system. And when we’re done with the paper records, if you don’t need them. We can help you safely dispose of them!

Document scanning is easy, fast, and secure. Scanning your records to create a digital document archive allows you to:

• Locate and retrieve information quickly
• Streamline business processes
• Free up costly office space
• Keep your information private and your business compliant

We are able to scan your hardcopy documents in bulk. This makes searching, accessing and managing your information easier, improving how you run your business. 

Document Destruction
That’s right, we don’t just help you store, sort, relocate, or even digitize your paper records, we will help you securely shred them as well. Our NAID AAA certified process means we can help you shred your documents after a huge project, or even weekly at your location using our secure shred trucks.

We can securely take your documents to our on-site storage facility to be destroyed or bring the shredding to you! By bringing our trucks to you, it eliminates any doubt or questions you may have about the chain of custody for your sensitive content. Not only do we make this an easy and convenient process but our process is secure as well. Our shred trucks include closed caption monitors so you can view the shredding in progress.

E-Waste Solutions
At Augusta Data Storage we recognize that digital information also poses a threat to information security, which is why we offer e-waste solutions. Any end-of-life electronic devices pose a threat to your data. Our e-solutions provide destruction options for all of your electronic devices including old hard drives, memory boards, back-up tapes and discs, cell phones and tablets, computer accessories, switches, modems and more!

If you have a bulk amount of e-waste we are able to take all of it for you! We also provide a zero-landfill solution when it comes to e-cycling. This allows for hazardous materials to be discarded while the remaining parts are processed and recycled! 

We have the experience to back it all up!
Since 1992, Augusta Data Storage has been serving local area businesses and hospitals. Our processes have continued to evolve over the years to meet the ever-changing ways that our clients do business. Despite the changes, we still push to provide the highest level of service to all of our customers each and every day.

Whether you’re looking for one particular information security solution or someone who can do it all, Augusta Data Storage has you covered. See something that interested you? Never hesitate to reach out to us and learn more about how we can help you.

The post 10 Reasons Augusta Data Storage is a Game-Changer for Information Security appeared first on Augusta Data Storage.

What Is NARA?

NARA (National Archives and Records Administration) is an independent agency under the U.S. government that focuses on documenting and preserving historical and government records known as the National Archive. It is also charged with expanding public access to these documents. NARA is responsible for publishing and maintaining the legally authoritative and authentic acts of Congress copies, federal regulations, and presidential directives. And, it examines the Constitutional amendment and Electoral College for an authenticating signature and prima facie legal sufficiency. NARA only works with Federal agencies for storing records and not with commercial storage facility vendors.

NARA storage facilities are also used by:

• The National Archives, Charters of Freedom, is publicly exhibited. It includes the United States original Declaration of Independence, the U.S. Bill of Rights, the U.S. Constitution, and many more historical documents.
• The Federal Register Office publishes the Code of Federal Regulations, the Federal Register, the U.S. Statutes at Large, along with other important documents. Thus, it also manages the Electoral College.
• The “National Historical Publications and Records Commission” (NHPRC) awards funds to local and state governments, colleges and universities, public and private archives, and more nonprofit organizations to publish and preserve historical records.
• The “Office of Government Information Services” (OGIS) enforces the “Freedom of Information Act” (FOIA) for the government and the public.

While NARA manages a network of storage facilities, they also allow for government agencies required to use NARA compliant storage to use approved commercial storage facilities. Augusta Data Storage is the only NARA compliant record storage facility in the state of Georgia.

Federal entities or agencies must secure NARA approval and certify a facility meets 36 CFR 1234 standards before using it to store its records. If a Federal agency placed records in any records storage facility, without securing NARA approval, the entity or agency must commit to the approval process. NARA reviews the certification documentation submitted, and either approves or denies the request. Because stored records are within the custody and legal control of Federal entities or agencies that created them, each entity or agency must submit the proper documentation for NARA approval.

Specs That Have To Be Met for NARA Compliance

NARA sets strict regulations that must be met for agencies to remain NARA compliant. The following are just some of these specs.

• Regional building codes must be followed when designing a facility for protection against building collapse or equipment damage due to tornadoes, earthquake hazards, hurricanes, or other natural disasters.
• Facilities building elements, including walls, floors, and columns, must be built with non-combustible materials. Roof components may be built with combustible materials if they follow local building codes and are protected by a correctly maintained and properly installed automatic wet-pipe sprinkler system, specified in NFPA 13. The facility roof membrane must not allow water to penetrate it.
• A licensed structural engineer must establish floor load limits for the area that records are stored.
• When determining limits, there are a number of factors to consider, such as configuration of space, height and storage equipment or shelving type, the weight of record archives to be stored, the width of aisles, etc.
• The load limit allowed must not be exceeded and must be posted where it is visible for all to see.
• The facilities engineering and architectural design team must work together with a preservation specialist, experienced in developing facilities for archival storage and approved by NARA.
• Each submission stage of the plans must be examined by NWT.
• A facility with multiple stories must be reviewed or designed by a licensed civil/structural engineer and a fire protection engineer to avoid catastrophic structures due to uncontrolled fire on an intermediate floor.
• The document storage area must have an anti-intrusion alarm system, or similar, meeting the UL 1076 requirements, to monitor storage spaces and protect against illegal entry after hours. This alarm system must be continuously monitored in accordance with UL 611.
• Roads, parking areas, and fire lanes must allow unrestricted access to emergency vehicles.

There are also standards that apply to racking and storage shelving systems in a records facility.

• All racking and storage shelving systems must provide seismic bracing meeting the applicable state requirements and regional local building codes.
• Steel shelving, racking systems, or other open shelves must be braced properly to prevent collapsing under a full load.
• Each shelving unit and racking system must be industrial style rated at least 50 lbs. per cubic foot and supported by the shelf.
• If compact mobile shelving systems are used, they must permit fire protection and proper air circulation.

Electronic Records Management

In an effort to provide a standardized, government-wide set of electronic records solutions for federal agencies, core requirements were identified for all businesses to follow. A recent statute was set for all government entities to transfer their electronic records to NARA by December 31, 2022. After that, NARA will not accept paper records. 

Electronic records management involves all the information created, indexed, captured, maintained, stored, and received in business transactions. This includes:

• Electronic Documents
• Paper Documents and Files
• Social Media
• Email
• Data and Metadata
• Web Content

Electronic records management is basically an integral strategy for businesses to enforce statutory and legal compliance for retention. Transitioning to electronic records management allows for automation, timely destruction, and a decrease in storage costs.

NARA recently released a Digital Preservation Framework that lists 16 electronic record categories along with how they are to be protected by agencies. Each agency must include a records management staff for properly managed records. This staff must ensure systems acquired for mission-related work meet all agency records management requirements by being involved in the agency’s procurement activities. This includes email systems. NARA’s Capstone initiative efforts made significant progress during the past five years.”

Store Your Vital Documents in a NARA Compliant Records Storage Facility

Compliant and secure records management for the Federal Government information and records is the core value of any agency. Protecting and managing these assets is mission-critical. Augusta Data Storage is an electronic records management provider that helps you stay compliant and saves you resources, time, and physical office space. Our federal secure records storage facilities meet the NARA stringent standards and are fully compliant with all codes and regulations. Contact us now to learn more about our NARA-compliant storage facilities.

The post Understanding NARA Compliant Records Storage Requirements appeared first on Augusta Data Storage.

What are Document Imaging Services?

If you’re not familiar with document imaging services, they can be a real time-saver when it comes time to digitize your old records. Our team is able to help you convert your paper records, in bulk, to easily searchable digital records. This will allow you to upload documents to your servers or other digital record storage systems for easy access. Whether you’re just making the move to digital and the “paperless office” or you have already converted and have been avoiding the time-consuming task of digitizing your archived records, imaging services are a cost-effective and timely solution.

How Has Document Imaging Changed?

Work flexibility is a term we’re hearing a lot more lately. As vaccines roll out and employers make plans for what the future of their work environments will look like, many employees have adjusted to the “new normal” of remote and at-home work setups. Digital records should be a top priority for businesses managing and maintaining large volumes of information. As remote working is becoming “the norm” it is important to continuously update and monitor your information management practices. When information is not being stored in a physical building it is even more important to keep track of all of your data and who has access to it. Not ready to transfer all your documents to digital? Check out our scan-on-demand services and how they can help during times out of the office.

Why Choose Document Imaging Services?

When we talked with some of our most recent document imaging clients about their reasons for looking into imaging services, we found they all had a lot in common. These are the 3 most common reasons our clients are interested in digital documents over paper:

1. Multi-location access: Customers have expressed that they prefer digital documents especially when working with employees across multiple locations who may need access to the same file. Having a digital archive that is searchable and accessible across platforms is a big draw, especially with the increase in remote login access, and flexible work solutions that are becoming popular in today’s workforce.
2. Ease of Search: Our records management solutions offer a great system for sorting and delivering the paper records you need in a timely manner. Many clients prefer a keyword search that will put a digital version of the information in their hands in seconds, something that can’t be done with paper records. Even if you would just be looking for a file in the cabinet behind your desk, digital retrieval saves valuable time.
3. Reduction of Physical Space: Let’s face it, storage for paper records is bulky. Having various file cabinets, file boxes, and more, can eat up a lot of space in your office. Many of our clients are interested in reducing the filing footprint in their workspace by digitizing the records they need access to on a daily basis vs. finding a storage solution in a warehouse or attic space in their building.

Check out these ways scanning and imaging services can benefit your business when handled by a professional records management company. Wondering why you should use a dedicated service provider for document imaging? Our state-of-the-art scanners, software, and trained imaging technicians are able to scan your files at a rate simply not possible with conventional office equipment.

Document Imaging Process

Through the use of digital scanning and archiving technology, Augusta Data Storage can provide FAST, EASY, SECURE, and PERMANENT access to your business documents.

Preparation

We pick up and prep your documents for the digital imaging process.

Scanning

We then scan and image your documents and convert them to digital assets.

Delivery

Your digital assets are then returned to you on Cds or DVDs and are ready for use.

What Does Augusta Data Storage Offer?

At Augusta Data Storage, we offer a variety of document imaging services including:

• Preparing the files for scanning
• Various electronic format options for your digital records
• Process controls to ensure image quality
• Archive CD-ROM or DVDs that provide search and retrieval capabilities.

This means that you spend less time prepping before and less time sorting digital files when they come back. Our goal is to help you streamline the transition from paper to paperless without all the headaches in between. 

If you are interested in learning more about our imaging and scanning solutions or how we can help you update your archives, we’d be happy to help! Contact us today to get started.

The post Document Imaging: Bridging the Gap Between Paper & Digital Records appeared first on Augusta Data Storage.

What To Look For?

When researching for a potential shredding partner, make sure you consider more than just price. Here are a few things to research as you’re selecting a new vendor.  

Price Range

Don’t just accept the first quote. Take time to price out a few options and understand how and why the prices are different. 

Specialty Services Offered

Consider what ancillary services you might need and find a vendor that is able to offer those to you in addition to shredding. The fewer vendors you have, the tighter your chain of custody will be. 

Security Standards

Be sure to get a summary from your potential shredding partner on the security measures throughout their process. 

Size of Shredded Particles

For some industries paper particle size matters. Ensure that you are up to date on the requirements for secure shredding in your organization and that your vendors can meet those requirements. 

Certificates of Destruction

Choose a vendor that offers a certificate of destruction for scheduled shredding and purge shredding projects. This helps you keep a paper trail of your destroyed records. 

How They Maintain a Tight Chain of Custody

We’ve mentioned it a few times, but take the time to define the chain of custody with potential vendors so that you know everyone who has access to your information throughout the process. 

NAID Certification

Consider identifying vendors with industry-recognized certifications for their processes. Augusta Data Storage offers NAID-AAA Certified Destruction for paper and hard drives. 

Personal Recommendations

Ask around for personal recommendations. Talk to other people in your industry or even other local businesses to see which vendors they recommend. 

Online Reviews

Recommendations and referrals don’t always have to be from people you know, and it’s always a great idea to check out online reviews. As you read online reviews, here are a few important things to keep in mind. Remember reviews are subjective and only represent one person’s experience or opinion. Try not to get hung up on one bad review in a sea of good reviews. Use the most reputable online review platforms as you search for online reviews. The most recommended being Google My Business, Better Business Bureau (BBB), or directly on that company’s website.

Our Reviews

Augusta Data Storage offers Document Shredding, Specialized Destruction, and more! Hear what our customers are saying about their experience. 

The post How to Choose a Reputable Shredding Partner appeared first on Augusta Data Storage.

Why is Records Information Management (RIM) Important?

Creating a RIM process means that you have to develop a trackable paper trail that leads to safe and secure storage or destruction of the proprietary information that your company possesses. We often find the reason that our customers are hesitant to build and develop a RIM process is that they fear the unknown; are unwilling to confront the consequences of their inaction (HIPPA). They manage their business in the short term with no forethought to the “what ifs” that exist when talking about information management; and most likely, failure to adapt to change and implement new policies and practices. But what do we stand to lose if we don’t manage these processes? At most, we are looking at a large-scale data breach and at the least, you run the risk of some small portion of the information ending up in the wrong hands (think identity theft or credit card fraud, etc). If you’re considering developing a Records Information Management process, do you know what the options are and what to look for in a service provider?

What does Records Information Management Include?

Use these tips to strengthen your existing records information practices. If you are developing a new Records Information Management process you will want to consider several factors in your information management timeline.

• Records Storage: How will you store active documents that you must have access to on a daily basis? How will they be kept secure? How long will you keep these items in storage?
• Records Archiving: If you have documents that you may need to keep archived but do not need on a daily basis, what is the process for moving them from active storage to the archives, how are they protected and managed during the process? What is the security in the archived records storage area? What is the process for retrieving records from the archives? Who has access to these records?
• Records Purging: When records become out of date or reach the end of their useful life what is the process for removing them from your archives? How often will you purge documents? Annually? Bi-Annually? And how will you track what to purge and when?
• Records Destruction: What happens to the purged documents? Do you toss them in the garbage or do you have a safe and secure way to ensure their destruction? What are the document destruction steps?
• Digital Information Security: We aren’t just talking about paper information, what happens to old computers, tapes, discs, and other digital devices that store information? What processes do you have in place to manage these devices and keep them secure?
• Employee Education: Do your employees know the risks? Do they know the steps to take in day-to-day operations to protect information? Incorporate your cyber security training as a part of the onboarding process.

Records Information Management Document Lifecycle

Records Information Management (RIM) is the practice of managing the records for your organization throughout its lifecycle. This means from the time they are created until their disposal. So, what does that entail?

Information Acquisition

Information acquisition can occur in many ways: email, financial transactions, form submissions, patient records, etc. Once you come into possession of sensitive information, it is your job to ensure that it is protected. 

Distribution & Storage

Records should be categorized according to how sensitive the information is to ensure the best security. Different records must be held for a certain amount of time according to privacy and information laws and compliance requirements in your industry segment. Records are stored depending on how accessible they need to be: active files and archived files.

Active File Storage

Documents you use on a regular basis should be kept in a secure Active Storage Area, such as a locked file cabinet or secure access area to ensure their safety. 

Archived File Storage

Once files are no longer needed for regular tasks, it is time to move them to an Archived Storage Area until they become outdated and can be destroyed. Data backup processes are crucial to ensure that records are always accessible.

Document Purging

Creating a Document Purge Schedule ensures that records are not left lying around once they become outdated. Records typically have a specific retention period. Be sure your records retention policy is effective and up to date.

Document Destruction

Secure Document Destruction ensures the continued safety of your information, even at the end of its useful life. 

When developing a Records Information Management process you will need to consider all these moving pieces and develop a plan for how information and data will be handled on a day-to-day basis. Be sure to note both short-term and long-term storage requirements, as well as destruction requirements. There are many things to take into consideration so it might be worth considering a records management partner.

What is a Records Management Partner?

When you’re dealing with a large variety of information, sometimes it’s better to bring in a team of people who can help outfit custom solutions for your organization’s unique needs, and that is where Augusta Data Storage comes in. Imagine having a records management partner to help you organize, store, retrieve, refile, purge, and destroy information based on your records information management plan. 

We offer secure storage for documents and a climate-controlled vault for items that require specific storage conditions like tapes and electronic devices. In addition, our team can offer:

• Document Scanning and Imaging services
• On-site or off-site secure shredding services
• 24/7 Login-software access
• Barcode tracking and location storage
• Document Retrieval service

With over 25 years of records management experience, our process is constantly growing and evolving to ensure that we are able to protect your information and assets as technology and the way you do business continues to change.

Finding a Record Storage Partner

When you’re looking to find a partner to help manage your information security, make sure you do your due diligence. Look into your third-party providers, know who is coming into your facility and how they are handling and managing your information. Look for companies who are certified with organizations like PRISM, ARMA, and NAID, and make sure you are managing your information within your own facility.

Do’s and Don’ts of Information Security

• Don’t leave critical paper out in the open
• Don’t use open recycling bins or cans that anyone can access
• Don’t place confidential information in outdoor garbage bins
• Do limit employee access to secure information (locking file cabinets, secure areas, password protected files)
• Do institute a clean desk policy to avoid papers falling prey to wandering eyes.
• Do use lockable shred bins or cabinets
• Do research any 3rd party groups that will handle or manage your information
• Do put a data breach action plan in place as a precaution.

The post Information Security 101: Understanding the Foundations of Records Information Management Policies appeared first on Augusta Data Storage.

Protect Your Data

Consider this: when an outside company comes into your facility to pick up your documents for shredding, you are handing over bins full of confidential information including client payment information, old records, client’s personal information, confidential company documents, and more. Don’t you want to do everything possible to protect that information? Secure document destruction isn’t just about shredding papers, it’s an entire process that protects the integrity of your information from the time it leaves your facility until it is shredded and recycled. Working with a company that emphasizes providing security levels throughout the destruction process will give you and your team confidence that your information is being protected.

A top priority for all information managers is compliance, which includes all stages of information management from data collection until final destruction. Learn more about compliance rules and regulations. You can also learn ways to improve your records information management practices with these tips.

Consider this perspective from a white paper titled “A Particle of Security” written by the National Association for Information Destruction (NAID):

“When most people think of records destruction, even those responsible for data security, they think of shredding machines and the shredded paper they produce. As a result, when considering the security of records destruction, they focus solely on the size of the shredded material.

This is an understandable, but dangerous, misconception. It ignores the reality that the destruction of data, whether on paper or electronic media, is a process requiring security at several different points. The process of data destruction includes the collection, staging, transfer of custody, acceptance of fiduciary responsibility, transport, processing (destruction), and the disposal of destroyed materials. It also includes other activities such as employee screening and monitoring, access control, employee training, policies and procedures, and audit trails.”

The Document Destruction Steps

Data breaches can occur during any step of the destruction process, not just discarded paper documents. That’s why at Augusta Data Storage we’ve developed a plant-based destruction process that protects your documents at every step.

Collection

Documents should be placed in on-site secure shred bins. These secure collection containers ensure that the appropriate documents are taken to be destroyed.

Transport

Documents are then transported to our shredding facility in a secure truck. 

Destruction

Documents are destroyed in our monitored on-site shredding facility. 

Recycling 

Shredded paper pulp is recycled. 

Data Privacy Laws

In the United States, there is not one comprehensive federal law that regulates data security. Instead, there are many laws and regulations that, together, govern data privacy. The most common include The Federal Trade Commission Act (FTC Act), The Health Insurance Portability and Accounting Act (HIPAA), and The Gramm Leach Bliley Act (GLBA). 

How Can Augusta Data Storage Help?

Augusta Data Storage understands the importance of having confidence that your information will be secure throughout the entire destruction process. For this reason, Augusta Data Storage maintains NAID-AAA Certification for both mobile and plant-based document destruction, as well as mobile and plant-based hard drive destruction services. Learn more about our certified secure shredding! Augusta Data Storage ensures the safety and security of your documents throughout our entire destruction process. 

Augusta Data Storage offers services beyond document shredding including records management and media storage options. 

Interested in learning more about our process? Visit our website or contact us today!

The post Secure Document Destruction: It’s About More Than Shredding appeared first on Augusta Data Storage.

Compliance rules will continue to adapt to the way that we live, work, and exchange information in our day-to-day lives. That means a key part of information management success is knowing and understanding up-to-date privacy and information laws and compliance requirements in your industry segment. Here are a few notes and resources to help you stay current.

With the increase of digital information, the number of annual data breaches is higher than ever. Combat information security risks with these tips.

Data Privacy Laws

In the United States, there is not one comprehensive federal law that regulates data security. Instead, there are many laws and regulations that, together, govern data privacy. Here are some of the most common:

The Federal Trade Commission Act

The Federal Trade Commission Act (FTC Act) has broad jurisdiction to prevent unfair or deceptive trade practices. The FTC enforces privacy laws, enforces consumer protection, and issues regulations. 

HIPAA

The Health Insurance Portability and Accounting Act (HIPAA) governs the collection of health information. The HIPAA Privacy Rule protects individuals’ medical records and other personal information pertaining to health care. The U.S. Department of Health and Human Services’ Office for Civil Rights is responsible for enforcing privacy and security rules of HIPAA.

Gramm Leach Bliley Act

The Gramm Leach Bliley Act (GLBA) requires banks and financial institutions to explain their information-sharing practices to their customers and to safeguard sensitive data. Learn if your business is considered a “financial institution” under the Rule here. If so, make sure you are taking the necessary steps to comply. 

Secure Document Destruction

No matter what field your business operates in, it is important that the personal information you collect is properly stored and destroyed. Make sure that your document destruction process ensures the security of any personal information.

Hard Copy Record Destruction

Keeping your records organized and documenting your secure records destruction is essential. 

Any personal information that is collected is at risk to hackers. Common information that can be used for identity theft includes patient name, date of birth, SSN, financial account numbers, insurance information, and more. Make sure this, and all personal information, is securely destroyed. 

Start with a destruction log and a detailed record of the chain of custody. Destruction logs should be kept permanently as proof of best practice in your records management processes, and to help protect your organization in the event of a breach or any mishandling in the chain of custody. The chain of custody is a record of any time someone touches, looks at, or stores a document. 

Digital Information Destruction

Old and out-of-date digital devices can still store sensitive information, even when those files are deleted. When you delete files, the system deletes the file path pointing towards the data. Until operating systems actually write new data over the allocated “free space”, those files and the information included still exist. This residual data poses large risks, both personally and professionally.

Use one of these hard drive destruction options to protect personally identifiable information: formatting, degaussing, or destruction. 

Employee Education

As a business managing proprietary information, one of the biggest steps you can take to safeguard data and records is to educate the people who are interacting with it daily: your employees. Not only do employees need to know what your information security policies are, they also need to know why those policies are in place.  Share data and information about the rise in data breaches and what is at risk for your organization if a breach occurs. Learn more on how to educate your employees on information management policies.

NAID Certified Destruction

Augusta Data Storage maintains NAID-AAA Certification for both mobile and plant-based document destruction, as well as mobile and plant-based hard drive destruction services. Learn more about our certified secure shredding!

How Augusta Data Storage Can Help

Augusta Data Storage is trained and certified to help with information compliance and secure data destruction. Contact us today or click below to learn more about the services we offer. 

Secure Off-Site Records Storage

Climate Controlled Media Vault Storage

Secure Destruction Services

Scanning and Imaging Services

The post Compliance and Secure Document Destruction appeared first on Augusta Data Storage.

Update Records Retention and Destruction Policies

A record retention schedule can benefit your organization in many ways

• Improve their overall utilization of resources
• Control the growth of records volume
• Demonstrate compliance with regulatory recordkeeping requirements
• Enforce the consistent implementation of record-keeping policies
• Improve ability to locate and retrieve records when required
• Reduce litigation risks

Not having a retention policy can create many risks with information security, space, time, and legal ramifications. For a records retention policy to work effectively, we suggest that you consider classifying your business records into 3 basic categories: “must keep” records, “want to keep” records, and “destroy/delete” records. Then, create retention schedules for hardcopy and digital records management systems. 

A record retention policy not only advises which documents are to be kept, but also acts as a guide on when those documents should be destroyed, and how. Destroying documents in accordance with a sound policy of preservation of information will help protect the company from legal risks and can create additional cost savings.

Improve Operational Excellence in RIM

With data volumes growing, the need to improve operational excellence in RIM has never been greater. An organization’s information is “its most valuable asset”. Records managers are now responsible for images, video files, unstructured text, and software codes in addition to paper and structured digital data. This complicates information classification and tracking. Make sure your organization is keeping up with any regional, national, and global regulations that apply to your business. ARMA International identified the critical hallmarks of information governance as accountability, transparency, integrity, protection, compliance, availability, retention, and disposal.  RIM professionals are responsible for promoting these principles. 

Accountability

A comprehensive RIM process outlines details about how to manage and oversee information security during every step of the document life-cycle, but one of the most crucial pieces of the puzzle is creating accountability in your RIM systems.

Transparency

Transparency in RIM processes ensures that records can be controlled from the beginning of their creation to the end of their lifecycle. Transparency can prevent the occurrence of corruption in information management. 

Integrity

It is important to maintain the integrity of your information. Ensuring a document has not been altered, added, or deleted, is imperative to a successful records management system. 

Protection

Your records management system should protect your information from physical damage, external breaches, and internal theft or fraud. 

Compliance

Compliance is a key component in the success of your information management systems and looks different in every industry and at every phase of the information management process.

Availability

Records should be easily available for retrieval to authorized users to maintain efficient productivity.

Retention

Every business must implement and maintain a proper records retention policy that adheres to legal, regulatory, fiscal, operational, and historical requirements.

Disposal

Once records become outdated or are no longer needed, your organization should have clear policies for how that information is handled and what constitutes appropriate destruction.

Work Flexibility and Information Management

Keeping records and information secure is even more important with the increased implementation of work flexibility. 

Digital Records

With a growing dependence on digital information management, digital archives and backups should be a top priority for your business in 2021. Creating backups of your organization’s data information is important to protect your files from digital security threats, physical security threats, environmental disasters, and fire or water damage. Off-site, secure storage solutions will provide additional layers of protection for your data and information.

Hard Copy Records

If your office is vacant with employees working from home, hard-copy records are unmonitored and susceptible to breach. Augusta Data Storage offers a storage solution for hardcopy records with a variety of retrieval access options. 

Record Destruction

If your remote employees have physical access to records in their home, encourage them to securely collect records, bring them to your office, and maintain a regular destruction schedule. Be sure to define electronic device management as a part of the records management process including hard-drive security and secure destruction of outdated electronics. Take extra precautions to ensure that information is not being hosted or stored on personally owned devices.

Achieve Collaboration Tool Compliance

According to Marc Gilman, “Organizations must fully understand the regulatory guidance on collaboration security and privacy so they can continue to implement and expand their use of tools such as Zoom and Teams”. Make sure to set policies and train your employees about risks and instruct them how to use collaboration tools appropriately. 

How to Strengthen Your Records Management Practices

Know the threats to your information, stay up to date on active scams, risks, and hacking attempts. 

Assess your security measures, keeping our tips from above in mind. Revise and strengthen your processes regularly.

Update and review record retention schedules, adjusting as needed for changes. 

Review secure destruction procedures, keeping in mind paper and digital records. 

Emphasize employee training and review your internal communication approaches. 

Ensure disaster recovery plans are up to date in case of a fire, flood, hurricane, tornado, or other natural disaster. 

Have a clear plan on how to deal with data breaches in your company. 

Ready to level up your Records Management Practices? Click here to get additional details on creating a robust management plan.

The post 4 Ways to Strengthen Your Records Information Management Practices in 2021 appeared first on Augusta Data Storage.

Many of the top studies of data breaches point to employee error as a leading cause of data loss. Breaches can occur through employee error as a result of things as simple as not shredding secure information, clicking a bad link in an email, falling victim to a phishing scam, or even sending secure information to the wrong person via email. Even if these things are done unintentionally, they can still lead to large-scale breaches which can be harmful to your customers and clients, your employees, and your business reputation. As you are educating your employees about the importance of information security and your specific processes, we have put together some good points to cover.

WHAT ARE YOUR INFORMATION SECURITY POLICIES

Employees cannot be active on the front lines of information security if they do not know the policies you have put into place to help them. Ensuring that your employees are familiar with and know how to implement your policies will go a long way in helping to prevent future breaches. As you are educating your employees on these policies, it’s important to highlight items including:

• How to secure digital information
• Best practices for validating security of digital information transfers
• How to secure paper records
• How long to keep items in active files (digital and paper)
• How to securely archive information (digital and paper)
• How long to keep archived records (digital and paper)
• The process for securely destroying secure information (digital and paper)
• Password security and best practices
• Ability to recognize phishing and social engineering attacks

As you begin to make a case for investing in regular information security training for employees, Cox Blue states the importance of getting executives on board. To do this, you need to emphasize the importance in terms they can understand. Be clear about how data breaches and cyber attacks can affect the bottom line. Put a price on everything possible including losing data to the potential liabilities for leaking customer information. For example, in 2018, the global average cost of a data breach was $3.86 million, landing at $148 per stolen record containing sensitive and confidential information.

WHY DO YOU HAVE INFORMATION SECURITY POLICIES IN PLACE

It is equally important for employees to understand WHAT the policies are, as it is for them to understand WHY the policies exist. Share data and information about the rise in data breaches and what is at risk for your organization if a breach occurs. Information security doesn’t just cover client information or payment records, it can also extend to employee records. This includes records such as healthcare benefits information, retirement savings information, and other identifying information in their employee files. Working to protect security across the board helps everyone, both internally and customer-facing.

KNOW THE CURRENT INFORMATION SECURITY RISKS

As they say, the best offense is a good defense and good defenses are built on knowing your opponent and dissecting their plan of attack. In terms of information security, this means staying up to date on HOW breaches are happening and what some of the most common threats are to businesses like yours. A great way to educate your employees on these items is through monthly or quarterly updates and reminders. Keeping information security and security risks top of mind will help your employees stay alert to… “phishy” behaviors.

With the increase of digital information and more employees working from home, the volume of data breaches is higher than ever. Use these ‘Tips for Combating Information Security Risks’ to start protecting your business today. One recent breach that your organization may be able to learn from is the attack of the Colonial Pipeline. 

EDUCATE YOUR EMPLOYEES ON INFORMATION SECURITY BEST PRACTICES

In addition to knowing the risks, your employees should know what steps they should be taking in day-to-day operations to protect information. How should they handle paper waste? What files need to be password protected? What are the best practices for creating secure passwords? It’s also important, in our digital age, to remind employees that these best practices don’t just exist for desktop and workstation security, they also extend to mobile devices where you might store or share proprietary information. So, educate them on the importance of securing those devices, only working on secure networks, and always leaving them in a safe place, never out in the open or unattended. 

Make sure your employee education includes password security training and best practices, how to recognize phishing and social engineering attacks, and “live fire” practice attacks. For more information about each of these, read more here. 

Making cybersecurity awareness a priority is a key to educating your employees. Consider including a section in regular company-wide communications like ‘cybersecurity in the news’. Many cybersecurity attacks are not covered in the media and knowledge of recent attacks may help employees understand the importance and ways they can prevent breaches. According to the Keeper Security and Ponemon Institute 2018 “State of Cybersecurity” report, two-thirds of SMBs have suffered a cyberattack in the past twelve months. In the Keeper Security and Ponemon Institute 2020 “Cybersecurity in the Remote Work Era: A Global Risk Report”, only 43% of respondents say their organizations currently inform and educate remote workers about the risks of remote working. This report also found that US organizations were 2nd most likely to have an attack that specifically leverages COVID-19 as a threat factor and only 36% of US respondents said their organization had the necessary in-house expertise to manage and mitigate cybersecurity risks caused by teleworking. This makes the US a larger target for cybersecurity attacks. 

With more employees working from home, it is important to have specific guidelines set for information that is stored or viewed outside of company property. This includes digital records that can be accessed or stored on personal networks and the accumulation of paper files outside of the office. Read more about how remote working affects information security. 

HOW TO EDUCATE YOUR EMPLOYEES ON INFORMATION MANAGEMENT POLICIES

Incorporate your cyber security training as a part of the onboarding process. What better way to emphasize the importance of these policies than to cover them at the beginning? Cox Blue states: “Password security, phishing, and social engineering attacks—all of it needs to be covered from day one. Most critically, make sure you’re not just going over the rules but also explaining why these best practices are so important.”

When training your employees on your compliance policies, follow these 5 steps from Navex Global.

Regularly Educate Employees

Make sure to re-communicate policies to employees after the initial education. Micro learning and quizzes are a good way to assess how well employees have retained policy information.

Send Gentle Reminders

Online compliance training programs can be a great way to let employees educate themselves at their convenience. This also gives insights to managers which employees are caught up on training and provides opportunities to share encouragement about staying up-to-date. 

Take Action

Be sure to enforce policies or re-train employees if or when policies are ignored or misused. This ensures a stable reputation and encourages employees to remain compliant if they see there are consequences to breaking protocol. 

Explain the Steps

Be transparent with your team about the “whys” of policy training and management. Explaining the steps that were taken and why will help employees remember policies. Make sure employees are able to easily find and refer back to original policies and procedures. 

Re-Educate Changes

Policies can become outdated or irrelevant quickly. It is important to re-educate employees when changes in policy occur. 

WHAT TO DO IF A INFORMATION SECURITY BREACH OCCURS

No one wants to plan for a security breach, but having a plan in place to stop the breach as soon as you can and begin to clean up immediately will go a long way in preventing extensive damage or loss of data in the process. Your employees should know who to contact in the event of the breach and what the steps are to report it and contain it, as well as what steps to take to alert customers when the time comes.

Make sure to use this as an opportunity to educate and inform your employees, not blame them for mistakes. While it may be true that the data breach is from an employee clicking the wrong thing, don’t blame an individual for not having the right knowledge. Instead take responsibility as an organization to better inform your employees.

As a business owner or manager it’s important to know and understand the vital role that your employees play in protecting secure information. They are the front lines of defense when it comes to ensuring that your data is protected since they handle and interact with it each and every day. Keeping them informed and educated on processes, risks, and simple steps they can take to protect secure information will go a long way in maintaining security across your organization.

As a CSRA leader in secure storage and destruction, Augusta Data Storage has been providing off-site storage for your records, and other media storage for over 25 years. In addition, we are equipped to provide secure destruction for your outdated paper records and end of life digital devices to ensure your private information stays private.

Contact us today to learn more about how we can partner with you to develop a secure records management process – 706.793.0186.

The post The Importance of Employee Education on Information Security appeared first on Augusta Data Storage.

Top Risks to Information Security

While the pandemic seems to be waning, the changes to the traditional office setup continue. Many businesses have not developed a comprehensive plan for  “return to work” and many employees continue to push for flexible and hybrid work options. With the expansion of remote work and “connect from anywhere” networks, has come an exponential growth in cybercrime and attacks. 

Digital Records

According to Security Magazine, almost a third of breaches in 2020 incorporated social engineering techniques, 90% of which were phishing attacks. This included phishing emails, scareware, quid pro quo, and more. Ransomware is the third most popular type of malware used in data breaches. “The overall sum of ransom demands have reached $1.4 billion in 2020”. Other major cybersecurity risks include DDoS attacks, third-party software, and cloud computing vulnerabilities.

A significant ransomware attack in 2021 was the attack of the Colonial Pipeline. 

Making sure your organization is educated about easy ways to stop cybercrime is important. This can be anything from creating unique passwords for different accounts to avoiding links in messages from unknown senders. According to Statista, there were more data breaches in the first half of 2020 than in the entirety of 2012. 

Hard Copy Information

In addition to the Federal Trade Commission’s Disposal Rule, more than 35 states have enacted data disposal laws that require the proper destruction of documents including personal information. This generally includes any information, such as a name, address, telephone number, email address, Social Security number, or other data, that can be used to identify an individual person. 

Improper storage and destruction of hard copy records create many risks to information security. For example, it was reported that a third-party vendor, which was tasked with record storage and disposal for a number of healthcare organizations had improperly disposed of patient files. One organization, Elkhart Emergency Physicians was included in this massive security incident.  

Hard copy documents come with their own risks. It is imperative that confidential documents are stored and destroyed properly to ensure the protection of information. At Augusta Data Storage, our professional document shredding services establish a chain of custody and provide certificates of destruction, including which documents were shredded and when. This ensures that documents are not skipped over or misplaced.

What You Need to Know About Information Security

Secure records storage is key to keeping your information safe and secure. At Augusta Data Storage, we offer the most advanced security systems and storage techniques available in the marketplace. Our facilities are electronically monitored to prevent unauthorized access and are equipped with the most advanced fire, smoke, and hazard warning systems.

Hard Copy Information

When keeping paper records in your office, it is especially important to monitor your record security policies. Limiting access, locking your storage space, and tracking chain of custody are 3 things to start with when establishing your records storage policies. 

If your office is equipped to handle in-office storage, consider these when organizing your important documents. If you are looking to move records storage off-site, Augusta Data Storage has secure warehouse space to store your physical paper records.

Making the Transition from Paper to Digital Records

Managing large volumes of records while maintaining compliance and security may become more difficult, and expensive, as your records grow. Digital document conversion can reduce cost, increase efficiency, and improve security for your business. Read more for ‘Everything You Need to Know About Digital Document Services’. 

Digital Records

Once you make the move from hardcopy to digital records, it’s important to take the appropriate steps to protect that information.

According to ZD Net, 20% of all cybersecurity incidents in 2020 were due to remote workers and inadequate passwords and security. In 2019, there were 1,473 data breaches in the United States with over 164 million sensitive records exposed according to Statista. 

Most data security breaches are internal jobs, whether intentional or accidental. Read more about how to detect insider threats.

How Does Remote Working Affect Information Security?

While working from home, it is important to dictate the tools and procedures for an organization to follow to avoid being targeted digitally. According to Help Net Security, “In 2020, 28% of organizations were regularly utilizing an operating system with a known security vulnerability.” Having systems and procedures in place can help avoid a situation where your information is compromised. Read more about data breaches in 2020. 

Working remotely can also mean the accumulation of paper records, especially as people are generating and using those documents OUTSIDE of the office. Having a procedure for managing and properly disposing of paper records is important. If you’re considering other options, converting paper documents into digital data that you can manage and oversee remotely is a great option, just remember to take the appropriate steps to backup and secure that information, regularly. When updating your document retention policies, it’s important to ensure your policies reflect current work conditions. 

How Can Augusta Data Storage Help with Information Security?

For over 25 years, Augusta Data Storage has been a leading, local provider of secure records management services in the Augusta, GA area. Our services offer restricted access entry and facility monitoring, NARA and NAID compliant solutions, and background checked personnel. For more information about our NAID-AAA Certification and learn more about NAID read here.

Not sure if off-site storage is right for your business? Read more about the many services Augusta Data Storage offers for the secure storage and retrieval of paper and digital files.

For any additional questions concerning our services and processes, and for your free quote, contact us today!

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Records storage and management are a priority at Augusta Data Storage. When you choose us for your storage needs, here are the benefits you can expect. 

Lower Monthly Minimums

At Augusta Data Storage our record storage monthly minimums are lower than the average cost of a storage unit. Secure off-site facilities offer  a budget friendly option to store your business records, legal documents, medical records, or confidential files.

Eliminate Wasted Space

When we bring your records into our off-site storage facility, your business only rents the amount of space needed in the warehouse. While many storage facilities offer locked units, these units are sold in pre-set sized and often require you to rent more space than you need. Our options are customizable to ensure you aren’t paying for extra space you aren’t using.

Files are Cataloged and Organized

An organized file system eliminates downtime needed to locate records. This creates a more efficient system for file retrieval.

Inventory Monitoring

Augusta Data Storage manages records through our  inventory monitoring system, O’Neil. This gives customers the ability to check the status or their records moving in and out of storage. You can also request file retrievals and refiling. 

Restricted Access

Our facility has restricted access, eliminating potential security threats. Your records are safe and secure in our off site storage facility. 

Secure Facility

Our facility is secure and offers a variety of monitoring systems. From fire and flood to unauthorized access, we implement various safeguards to protect your information from a myriad of threats.

Retrieval Options

We offer retrieval options including pick up, delivery, and digital delivery via encrypted email. This is a time saver compared to sending people to dig through unorganized files in a storage unit.

Secure Destruction

We offer many types of secure destruction options. Document shredding is available for large or small batches, whether scheduled or as needed. 

Records Relocation 

Our file relocation services are great for an organizational move that requires the relocation of large collections of files files or archive storage. 

Contact us today to get a free quote for your records storage needs.

For more information about records storage, check out these resources:

How to Know if Off-Site Records Storage is Right For Your Business

7 Ways to Strengthen Your Records Management Policies This Year

Reminder: It’s Time to Review Your Retention Policy

The Benefits of Records Management Services

Why an Effective Records Retention Policy is Crucial For Your Business

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How was the pipeline hacked?

The modern operation of the Colonial Pipeline is extremely digital. Things like pressure sensors, thermostats, valves and pumps, and other equipment used to monitor and control the flow of gas are controlled digitally, within a central system. 

Experts say that some of the biggest attacks they’ve seen started with an email. Employees are tricked into downloading malware, giving hackers access to the network. It is not known how long the hackers were inside Colonial’s IT network before launching their ransomware attack. 

How can this be prevented?

The simplest way to prevent these attacks is by keeping operational technology offline, however this is becoming harder and harder to do while maintaining efficiency. Physical off-site backup options can be a critical part of information security. 

Offsite backups are a way of securing data to a server or location that is different from the primary server. A full backup can provide security for the entire system. Offsite backups are important for many reasons including preservation of primary storage space, protection against a complete system crash, assurance in the event of a hard drive failure, and recourse in the event of data breach. For more information read here. 

ComputerWeekly.com says backups can protect against ransomware. The best defence to a ransomware attack is the ability to restore data from clean backups. This saves your organization from spending money and guarantees that the information comes back exactly as you had it. 

Here are a few tips for a good backup recovery protocol: 

• Make regular backups
• Review retention policies to ensure your backups are most useful 
• Ensure backups are clean and robust
• Test backup and recovery plans regularly

Read here for more information about Data Protection and Backup Tape Vault Storage. 

Backups and Time Savings

They say the best offense is a good defense, and we agree. Backups not only provide peace of mind, but they also ensure that your data can be restored quickly in the event of a hack. This allows you to minimize downtime and the trickle-down effects of an outage, similar to what we saw with Colonial Pipeline. Their systems remained down for several days while teams work to recover and repair the damage. A clean, offline backup may have allowed them a faster recovery time, limiting the impact on pipeline distribution throughout the east coast. 

The post Could Off-Site Backups have Reduced Downtime for Colonial Pipeline? appeared first on Augusta Data Storage.

What Happens To E-Waste?

There was a record number of e-waste generated worldwide in 2019: “53.6 million metric tons of discarded phones, computers, appliances, and other gadgets”. According to The Verge, this is more than the combined weight of all the adults in Europe and is a 21% increase since 2014. 

In America, much of the e-waste we generate is shipped to Asian countries where it collects, en masse,  and is not discarded properly. Jim Puckett tracked an e-waste shipment to Hong Kong. After the e-waste is delivered it is often dumped in landfills, polluting rivers and groundwater supplies and unqualified laborers can poison towns, develop cancer, and damage their nervous systems by breaking apart electronics without regard for the severe health consequences. During his research, Puckett also found e-waste moved within the United States to Seattle’s Harbor Island. 

According to The Conversation, “Global electronic waste is up 21% in five years”. Only 17.4% of 2019’s e-waste was actually collected and recycled. Without proper recycling and handling, dangerous and toxic substances such as mercury, brominated flame retardants, chlorofluorocarbons and hydrochlorofluorocarbons are released into the environment and can be harmful to people who live, work, and play in these areas. 

What is E-Cycling?

According to the Merriam-Webster Dictionary, e-cycling is the effort to reuse or recycle electronic equipment or components especially for the purpose of reducing waste and pollution. 

How Does E-Cycling Work?

When old electronics are e-cycled, they are “either donated for reuse or disposed of safely at a designed location where they are broken down and have their parts separated for repurposing”. This helps to reduce the amount of toxic metals that can leach into the soil, water, and air when disposed of in a landfill or incinerated. E-cycling keeps these harmful toxins away from humans, animals, and the biosphere. 

There are two main ways that electronics are recycled. During demanufacturing, electronics are manually dismantled in order to market the recyclable raw materials. This process produces more components that can be reused and is done by trained technicians with machines and hand tools. The other option is shredding. Shredding involves very little manual sorting and the electronics are loaded into large shredding equipment. This allows recyclers to recover the maximum value from the recyclable metals in used electronics. 

The benefit of e-cycling is being able to reduce the amount of toxic emissions that are released into the environment. 

Where Can I E-cycle My Old Devices? 

There are many ways to recycle unwanted electronics. The recommended option is to take it to a recycler. Many companies are available to help you e-cycle your old electronics. One group called Call2Recycle offers drop-off locations all over the United States. Best Buy also offers electronics, appliances, and fitness equipment recycling, and many retailers have trade in programs for old devices.. 

Here in the Augusta, GA area,  Augusta Data Storage offers electronic waste solutions designed to reduce or eliminate both the security and environmental risks associated with disposal of end-of-life electronics. Secure destruction is the best option for maintaining the integrity of your confidential data even after it is deleted. 

If you are not looking to destroy your electronics, you can also donate your items or take it to a tech firm. If you are choosing not to destroy your old electronics, make sure you have completely removed any information that may be stored. 

Hard Drive Shredding

All electronic devices have the ability to store your personal information, even after it has been deleted. Information security is key to prevent cybercrimes. Hard drive and e-waste shredding offer a secure and environmentally conscious option, instead of tossing your old devices. Secure destruction is one of the only ways to ensure that information on your old devices is no longer accessible. . 

Did you know that When information is ‘deleted’ from a hard drive, the data is not permanently erased? Contrary to popular belief, the information can still be recovered with the right tools, software, and know-how. This comes in handy if information is accidentally deleted, but can pose many security risks if not handled properly. 

A report published by the National Association for Information Destruction (NAID®) revealed that 40% of second-hand devices that had previously been “wiped” still held personally identifiable information. When you delete files, your operating system doesn’t just annihilate that information. Rather, the system deletes the file path pointing towards the data, meaning that the information is still recoverable in some cases. When it comes to discarding or recycling your devices, there are three available methods: Destruction, Formatting, and Degaussing.

It is important to know the difference between deleting, degaussing, and destroying information. Deleting information is what most people start with. This is only recommended if the disk or hard drive will be reused within the organization. Degaussing removes data by rearranging the magnetic field on electronic media to completely erase it. The last step in data destruction is to physically destroy the media. This is often done by shredding. 

If you are looking for media destruction, Augusta Data Storage is here to help! Contact us today to get started!

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Retention Requirements

On average, important tax documents should be kept for a minimum of 3 years, and for many business records 7 years or more after filing. Making sure your documents are stored in a safe and secure location for that amount of time is the best way to prevent any security breaches. Augusta Data Storage offers records management and records storage services that can keep your information secure. Make sure to always discuss your tax or accounting professional’s explicit instructions on your obligations for records retention policies. 

Most of us have heard of the three-year rule when it comes to financial documents and documents associated with your tax filings. But what happens after 3 years? And what about all the other documents that you collect throughout the year to document things, but may not need after filing taxes (think individual pay stubs, monthly bank statements, bills, contracts, medical records and other files), how long should you keep those items on hand? 

Keep files that are considered “vital documents” indefinitely. This includes documents such as birth certificates, passports, mortgage documents, insurance records and more. 

Financial records that don’t fall under the “long-term storage” umbrella can pose a potential risk to your personal information. Experts recommend shredding most “regular” financial documents within 30-45 days. This includes things like receipts, credit card statements and deposit and withdrawal records. 

Read more for some “general rules of thumb” for personal record-keeping.

Secure Destruction

What do you do with information that is no longer useful? Augusta Data Storage offers secure records destruction services. Once your archives have reached the end of their retention period, it is important to securely destroy documents to avoid the risk of security breaches. Tax season is a great time to check your retention logs for potential purge shredding needs. Find out which document shredding option is best for your business here. 

Mobile Shredding

Our mobile shredding services provide the ultimate convenience. We bring our mobile shredding truck to your office or facility to shred your paper documents on-site. No boxing or transportation, necessary! 

Many businesses prefer on-site shredding because  they can see their confidential information being disposed of themselves. Our mobile shred trucks have video feeds inside the shredder so that you can watch your items being destroyed, in real time. 

Plant Based Shredding

Plant-based, off-site shredding services are performed at the Augusta Data Storage facility. We will pick-up your documents and deliver them safely and securely to our facility. Our document shredding plant is equipped with state of the art shred technology that allows us to shred 10,000 lbs of documents per hour. Plant-based shredding services are recommended for one-time large-scale bulk shredding or record purge projects. 

Drop Off Shredding

Looking for a one-time, small batch shredding service? Drop-off shredding is your best option. Our drop-off shredding services offer the same level of security as our scheduled services and are billed by the pound, subject to a minimum service charge. This service is best for smaller batches or residential customers. 

What do I need to do to prepare my documents for secure shredding?

As information security threats increase, more businesses and consumers are adopting secure shredding as the number one way to protect their hard-copy information. When dropping items into our secure shred bins or preparing for a purge project, be sure you’ve done the following:

• Be Careful with your Clips – Be sure to remove any large clips from your documents before their arrival!
• Folders vs. Binders – We do accept documents in folders with tabs or small prongs, but we don’t accept items residing within ringed binders. Be sure to remove all papers from any large binders, and never place binders into shred bins.
• Plan ahead – Plan your pickup or purge 3-5 days in advance to allow our team to schedule your appointment.

Get the full scoop: “Tips to Help You Prepare For Secure Shredding Service”.

How do I find the best shredding company in my area? 

Finding a trusted partner to handle secure shredding of your confidential records requires due diligence on the part of the customer. It’s important that you are taking a variety of factors into consideration when choosing a vendor, not just price or availability.

If you are considering partnering with a secure destruction company for the first time, or you are on the hunt for a new vendor in the coming year, here are a few things to consider about the process.

• Is your partner providing you with tools and resources for secure paper collection in the time between scheduled secure shredding?
• Is anyone from your organization keeping up with the best practices for managing and maintaining secure destruction services? 
• When vetting your vendors for secure destruction, it’s worth looking for those who hold certifications specific to document destruction. 

Get the full scoop: “Consider More Than Cost When Choosing A Secure Shredding Partner”.

What are the risks of shredding documents myself? 

For many offices, it is common to have an extra box or trashcan near the printer or in a central location in the office to collect items for shredding. After the recycling bin is filled, the office admin or a member of the maintenance staff shreds the papers with a small, desktop shredder and recycles the scraps. A solution that seems safe for your information and for the environment, but is it really?

In the event of a data breach within your organization, would you be protected by these processes? What is the actual cost of your internal employees maintaining these systems in-house? Is it all really worth the cost savings? Here are a few points to consider.

• Time
• Open Collection Receptacles
• Lack of Tracking
• Employee Error
• Equipment & Process Maintenance

Get the full scoop: “5 Ways In-House Shredding Can Cost You”. 

Want to get an inside look at our purge shredding processes? Learn more here and get a closer look at how the process unfolds. 

Ready to beat the breach and work to protect your information? Contact our team of Records Management Professionals today to find out more about our shredding, purging, and information management services. 

The post Post Tax Season Document Destruction appeared first on Augusta Data Storage.

When you think about how much space that large can hold and the fact that our customers can request retrieval of stored items any time of day, it should come as no surprise that we need a pretty organized system to keep track of exactly where each and every file and box is located.

That’s where O’Neil comes in. O’Neil is an industry leader in record storage and management solutions and we’re proud to partner with their organization to better manage our processes, both inside our warehouse and in our customer-facing operations. So, how exactly does it all work? Here’s a closer look.

How Do We Track and Organize Your Records?

The process starts when new items come into our facility for storage. When boxes are picked up at a customer’s location, they are barcoded and then scanned to that specific work order so that we have a record of when they entered our facility. Once they are ready to be put into storage, they are scanned to a specific location within our facility.

If an individual item within a box is requested from a customer, it is then barcoded before delivery so we can keep track of when it comes in and out of our facility.

What Is Barcode Tracking?

Using this barcode system allows our team to track specific information about the items stored within our facility, including:

• Add date
• Delivery date
• Move date
• Inventoried date
• Who scanned an item
• Item status (In or Out)

CUSTOMER FACING FEATURES

In addition to our internal uses, one of the major benefits of our system is all of the access we are able to give our customers. Customers have the option to add on a web access portal to their service where they can view some information about the cartons they have in our storage facility. They are also able to use this platform to request file pick-ups. 

For those customers looking for a more in-depth experience, we have an indexing option available where cartons and their contents are indexed online and individual file requests can be made within the customer platform.

Our team is proud to offer a 24/7/365 record retrieval service. There are many ways to access your records including cloud-based access, retrieval Records can be accessed through our client portal allowing instant access to records, inventory checks, retention schedules, and more. 

What are my FILE RETRIEVAL & DELIVERY options?

When a retrieval request comes in from our customers, it is added to our work order queue. Our warehouse personnel are able to take the information from the work order and locate the specific file box in our facility. Once the record is pulled the customer can expect delivery the next day. We also offer STAT delivery for a rush fee, which can have files to your facility in as soon as 90 minutes, depending on your location.

In addition, we are able to deliver some information electronically, via email, per the request of the customer. However, due to HIPPA compliance restrictions, we will not electronically deliver any sensitive or personally identifying information within the records.

What are the Benefits of Security and Tracking?

Having a process for the security and tracking of your records is a benefit to any organization. It is important to know where your records are and have the ability to track their movements based on scans, and who is accessing them. 

Our facility maintains restricted personnel access and video surveillance monitoring; and  file retrieval is only available to the approved contacts on your access forms, to help you better manage your chain of custody. Our facilities are also equipped with the most advanced fire, smoke, and hazard warning systems to help protect your records from hazards.

How Should I Organize My Records?

Looking to organize your own records? Here are a few tips to get you started. 

Locate a secure space to store your records. 

Whether it’s a locked room or just a secure filing cabinet, you’ll want to make sure the records are restricted and you have a limited list of people who have access to them. 

Establish a system for monitoring records access

If your file room or cabinets have keys, always know who has copies of the keys. Consider a way to track people coming in and out of your storage areas or a “check-in, check-out” system for confidential records. 

Organize your records consistently

Establish a consistent filing hierarchy for your records and apply it across your organization. Most commonly records are organized alphabetically, by date, or by client or project. Find an organization system that most closely aligns with how you search for files and records. 

Communicate the Process
Once you’ve established access guidelines and a filing hierarchy, be sure to communicate it to your team so that they know where to find things and can help maintain consistency in your records management systems. 

A Look Inside Our Facility

Interested in getting a closer look at our operation and how it works? Check out this inside look at our facilities or contact us today to take a tour and learn more about it from one of our team members.

The post Barcode Tracking: How we Organize Over 120,000 sq. ft. of Storage Space appeared first on Augusta Data Storage.

What is the best document shredding service for your business?

We offer many paper shredding services for our clients. One of the most cost effective shredding options is scheduled shredding service. These regularly scheduled shredding services provide a variety of benefits including: 

• Predetermined schedules, 
• Established monthly cost, based on the number of containers and visits
• Secure collection bins for documents between pickups
• Easy to schedule additional pickups or services, as needed

Mobile Shredding

Our mobile shredding services provide the ultimate convenience. We bring our mobile shredding truck to your office or facility to shred your paper documents on-site. No boxing or transportation, necessary! 

Many businesses prefer on-site shredding because  they can see their confidential information being disposed of themselves. Our mobile shred trucks have video feeds inside the shredder so that you can watch your items being destroyed, in real time. 

Organizations such as banks, law firms, hospitals, and government agencies often choose on-site document destruction services to maintain a tight chain of custody and ensure no unshredded documents are leaving their possession. 

Once the documents are shredded, we provide a certificate of destruction for your records.

Mobile shredding is a great option for bulk shredding or semi-annual and annual purge shredding projects. If your business is in need of more frequent shredding solutions, we recommend our scheduled services, which also take advantage of our mobile shredding capabilities.

Plant-Based Shredding

Plant-based, off-site shredding services are performed at the Augusta Data Storage facility. We will pick-up your documents and deliver them safely and securely to our facility. Our document shredding plant is equipped with state of the art shred technology that allows us to shred 10,000 lbs of documents per hour. Plant-based shredding services are recommended for one-time large-scale bulk shredding or record purge projects. 

Businesses typically use plant-based services when they are closing or relocating offices. Remember, even if your business is closed, you are still responsible for maintaining the integrity of the records you produced in the past. Take the time to purge and destroy any confidential or personally identifiable information. 

If your medical practice is closing, be sure to research the requirements for storing and destroying archived or inactive patient records. Need a storage solution? We can help with that too! 

Drop-off Shredding

Looking for a one-time, small batch shredding service? Drop-off shredding is your best option. Our drop-off shredding services offer the same level of security as our scheduled services and are billed by the pound, subject to a minimum service charge. 

What is an easy way to destroy documents in bulk?

Purging, or bulk shredding, provides a way to eliminate large amounts of out of date or unused records. At completion of your purge job, Augusta Data Storage provides you with a certificate of destruction as a record of compliance. 

Purge Shredding Services are Ideal for:

• Document shredding prior to relocating
• Yearly cleanouts
• Finalizing of an audit or litigation
• Corporate consolidation
• Shredding of sensitive documents for compliance reasons

ANNUAL PURGES

For many businesses, an annual or semi-annual records purge is scheduled as a part of their records retention policy. Once files reach the end of their useful life, they are moved out of rotation and scheduled for secure destruction. If your business does not generate enough secure information to use our scheduled shredding services, annual or semi-annual purges are the perfect option.

ONE-TIME PURGES

For organizations that do not have a steady influx of records, one-time purges require no long-term commitment and offer access to the same level of security and industry best practices that our regularly scheduled shredding customers receive. One-time purge projects are ideal ahead of office relocations or business closures and provide peace of mind for secure destruction of your remaining documents. 

Why do businesses shred confidential documents?

Confidential records and documents require secure shredding. Professional document shredding establishes a chain of custody and provides certificates of destruction, including which documents were shredded and when. This ensures that documents are not skipped over or misplaced. 

The Federal Trade Commission has standards for the proper disposal of information. These regulations differ for industries and can be found here.

How does data destruction improve security?

For over 25 years, Augusta Data Storage has been a leading, local provider of secure records management services in the Augusta, GA area. Our services offer restricted access entry and facility monitoring, NARA and NAID compliant solutions, and background checked personnel. Augusta Data Storage maintains NAID-AAA Certification for both mobile and plant-based document destruction, as well as mobile and plant-based hard drive destruction services. For more information about our NAID-AAA Certification and learn more about NAID read here.

For any additional questions concerning our services and processes, and for your free quote, contact us today!

The post What is the easiest way to destroy documents in bulk? appeared first on Augusta Data Storage.

For many employers, this has required changes in information access, possibly a shift from physical to digital asset management systems, additional security precautions and finding ways to move from in-person day-to-day work to virtual collaboration and team setups. 

What does Work Flexibility Look Like?

As we look forward into the later parts of 2021 and beyond, here’s a peek at what some lager workforces have in their future. 

Spotify has given their employees a few options that they are able to select for one year at a time: work in an office, remotely, or at a coworking space that the company will pay a subscription for. Unike other companies such as Facebook and Twitter, Spotify has said it would continue to pay at San Francisco or New York salary rates, based on the type of job.  

Many publishers are pushing their in-office working plans until summer 2021 or even 2022. Here are what 21 other major companies have announced for remote working long-term. 

The Benefits of Work Flexibility

There are many benefits to work flexibility for both employees and employers. Even before COVID, many employees sought flex schedules. By offering flexible working options, employers are often able to attract top talent. Indeed has said that a flex schedule allows employees to work at the times most convenient for them, this also includes remote working. 

Work flexibility can give employees the opportunity to meet family needs, personal obligations, and life responsibilities conveniently. Employees can also save money on commuting costs, childcare costs, have an increased sense of personal control, and reduce burnout. 

The Olson Group has said that flexible working is one of the most important benefits that companies can offer. It creates less stress, increased job satisfaction, and better health in employees. 

As remote working is becoming “the norm” it is important to continuously update and monitor your information management practices. When information is not being stored in a physical building it is even more important to keep track of all of your data and who has access to it. 

How to manage hard-copy records storage for remote work forces

Whether your offices are closing or your business is downsizing, Augusta Data Storage offers a storage solution for hardcopy records. If your office is vacant, it leaves records unmonitored and susceptible to breach. Our facilities are secure and we offer a variety of retrieval access options. 

We provide scan-on-demand delivery for records access when and where you need it through encrypted email. If many different employees need access to records stored at our facility make sure they are included on your access forms.

How to manage information destruction for remote workforces

Augusta Data Storage offers drop-off shredding services at our Augusta, GA facility. This is a great option for business and local residents in need of one time, small batch shredding services. 

If your remote employees have physical access to records in their home encourage them to securely collect records and bring them to your office and maintain a regular destruction schedule. Schedule regular destruction drop off times for employees to bring in documents for destruction and clearly define expectations for the handling of hard-copy secure information. 

We also encourage your organization to talk about hard-drive security and secure destruction of outdated electronics. Be sure to define electronic device management as a part of the records management process. For an extra security boost, take precautions to ensure that information is not being hosted or stored on personally owned devices.

Archive and Vault Storage Matter More Than Ever in 2021

With a growing dependence on digital information management, digital archives and backups should be a top priority for your business in 2021. 

It is important to create backups of your organization’s data and information, not just as a safeguard for digital threats, but also physical threats, such as fires, floods, and other natural disasters. Off-site, secure storage solutions will provide the maximum protection for your data and information. Read more for information on the value of vault storage. Bonus Tip: We recommend using layered backup systems for maximum security. 

As digital dependence grows AND the threats of cyber attacks continue, it is important to know how to protect your data from data breaches. 2020 saw some of the largest information data breaches in history, including 235 million Instagram, Tiktok, and Youtube user profiles exposed and 267 million Facebook user profiles sold on the dark web. While many attacks like this are the result of malicious hacking attempts, There were many causes for the data breaches in 2020, including user error and underprotected information management systems. 

No matter where your business is headed in 2021 and beyond, it’s crucial to maintain systems and processes that help protect the information your business is responsible for managing. Whether in paper or digital form, your organization bares the ultimate responsibility for protecting user and consumer information it collects. Be sure to take the appropriate steps to plan, update, and implement the appropriate information policies for the changing landscape of your work environment. 

The post Work Flexibility and Information Management appeared first on Augusta Data Storage.

What is off-site records storage?

Off-site storage is warehouse-based storage, located separately from your office or place of business. Our secure, off-site storage facilities offer a safe and secure option for archiving bulky paper documents, charts, and files. Augusta Data Storage offers records storage services and management solutions to fit the needs of your organization. 

What are the benefits of off-site records storage?

There are many benefits when it comes to outsourcing your records management services.

Storing your paper records in off-site record centers reduces the amount of dedicated storage space required in your office space. 

In addition, off-site records storage and management with Augusta Data Storage includes access to state of the art management software, computer indexing, and record security. This creates a more secure chain of custody and makes document management and tracking records access even easier. 

How do I access my business records if they are stored off-site?

There are many ways to access off-site records. We offer both digital and hard-copy access to your records stored in our facility including cloud-based access, retrieval access, and scan-on-demand. 

Cloud-based tools allow our customers to check inventory, request records and manage record retention schedules. Retrieval access can include box retrieval, file retrieval, fax delivery, email delivery, and more. With document conversion, you can transform your paper records into a digital workspace. 

Our customers have access to inventory monitoring software allowing you to check the status of your records. Customers can also make requests 24/7 for file retrievals or refiling. 

How do I know which business records to move off-site? 

Creating a records retention policy for your records is essential, especially if your industry has records and archiving requirements. It is important to know the records retention laws and archiving laws for records for your specific industry. The requirements can vary by state and industry. It is always best to seek the recommendation of your information governance officer to ensure your company . 

Who should use off-site storage? 

Any business looking to outsource larger volumes of records for secure, off-site storage is a great candidate. Here are a few considerations to make if you’re wondering if off-site storage is a good fit for your business. 

Storing HR and Personnel Files:

For many businesses, storage of HR and Personnel files makes up a large volume of their storage needs. While it might be enticing to move these records off-site to save space, we recommend keeping any records you need to access or update on a regular basis in close proximity to your Human Resources professionals. 

Storing Medical Records

Doctors offices, dentists, hospitals, long-term care facilities, medical labs, and a variety of other health care facilities are often overrun with patient records. Off-site storage is a great solution for those providers looking to consolidate on-site storage options and relocate some of their lesser-used files. You can read more about medical records storage here.

Storing Legal Records

If you have backlogs of legal records that you need to keep on hand, but don’t have space for in your office, an off-site storage partner is a great option. Retrieval access options through your storage partner should offer you secure and trackable access to your files when and where you need it. 

Storing Archives and Historical Documents

Augusta Data Storage is proud to offer one of our region’s only NARA compliant storage facilities. Built to the specifications of the National Archives and Records Administration, these specialized facilities are approved for storage of archival and government records.  

Records Storage for Closed Businesses

Did you know that some businesses and service providers are required to store and maintain archived records, even after their businesses close? If you are retiring, moving, or closing your business and need peace of mind for protecting your business records, Augusta Data Storage can help. Our team will relocate files from your office to our facility, index and file them, and help you develop and maintain a retention and records purge schedule. Even after your business is gone, confidentiality and security of your client and patient records are still important and you could still be held accountable for any security breaches. 

Nearly all industries can benefit from off-site records storage, ranging from medical to legal to real estate. 

Can I rent a storage unit for my extra business records?

When choosing storage options for your files, a secure space is a must. While a quick self-storage rental might be the “easy solution”, having an experienced partner by your side is a benefit you won’t regret. 

Not only will off-site storage with a records storage partner ensure the safety and security of your records, but it will also ensure ease of use. Our quick and simple retrieval options ensure you can access your records when you need them, and our client portal makes it easy to track, request and manage the files located in our facility. 

Ready to get started? Call us today!

The post How to Know If Off-Site Records Storage is Right For Your Business appeared first on Augusta Data Storage.

Changes in work environment

Home Devices

According to HelpNetSecurity, “Of devices compromised by malware in 2020, 37% continued accessing corporate emails after being compromised and 11% continued accessing cloud storage, highlighting a need for organizations to better determine how to configure business tools to ensure fast and safe connectivity for all users in 2021.”

While working from home, it is important to dictate the tools and procedures for an organization to follow to avoid being targeted digitally.  “In 2020, 28% of organizations were regularly utilizing an operating system with a known security vulnerability.” Having systems and procedures in place can help avoid a situation where your information is compromised. This can also be more effective with which devices your organization uses as “Android devices are 5.3x more likely to have a vulnerable app installed than iOS devices”. 

As people continue to work from home, and some organizations make decisions to continue remote work options , it is imperative that information security policies are updated and reviewed. 

Making sure your organization is educated about easy ways to stop cyber crime is important. This can be anything from creating unique passwords for different accounts and avoiding links in messages from unknown senders. According to HelpNetSecurity, “77% of people reuse passwords and 88% of people have received a suspicious message or link in the last year”. 

Social media

According to HelpNetSecurity, 84% of people post on social media every week, and many of those people may be posting personal identifiable information about themselves on public accounts. This kind of information can include locations, hobbies, relationships, birthdays, names and photos of their children, and more. Some of these may seem harmless but when coupled with other easily accessible information, can give cybercriminals all the information they need to hack your accounts. 

Out of office messages:

Keep these messages vague. Stating where you are going, how long you will be gone and providing personal contact information in your email will send valuable information to anyone who sends you an email the necessary info to potentially impersonate you while you are gone.

Coronavirus Pandemic

Phishers are using SMS to gain access to your sensitive information. The messages have been catered to activities more prevalent during the pandemic such as applying for the COVID-19 vaccine, package notifications, payments for specific deliveries and financial help from the government, contests, etc. These messages prey on people in need and when followed can gain personal and financial information, online banking information, account credentials, associated passwords, and more. Be aware and cautious of any text messages claiming to come from Amazon, PayPal, tax authority, police or law enforcement, Facebook, Google, Apple, and more. If you get a message that seems unusual and has a link or phone number do not use it. Go directly through your browser to the website it is claiming to need you to visit or call the company directly without clicking on anything from the message. 

Home Security Resources

Social Media

Cybercriminals will use whatever means necessary to gain personal or valuable information from you. This can include trying to friend and ask you questions via social media. Beware of sharing your location and watch out for questions that could resemble a security question like “Where did you grow up?” or “What was your first pet’s name?”. 

Passwords & Backups

Changing your passwords frequently and avoiding using the same password for multiple important accounts is a great way to keep your information secure. Avoid using unknown USB ports and devices as there can be malware ready to grab your information. This includes borrowed/shared charging stations. 

There are many options to backup your data from your computer. Some of these include The Cloud and external drives. Make sure to keep track of your backups and test them frequently to ensure they are working properly. 

For more tips on how to navigate cyber security risks read more in our blog. 

Breaches

According to Statista, there were more data breaches in the first half of 2020 than in the entirety of 2012. Some of the largest breaches in 2020 included Landry’s with stolen payment card information, Microsoft with email addresses and IP addresses, Fifth Third Bank with exposed customer names, social security numbers, drivers license information and other detailed records, Walgreens with information about prescriptions and addresses, and more. Other companies that experienced data breaches in 2020 include Zoom, Facebook, GoDaddy, Magellan Health, Home Chef, Twitter, Instagram, TikTok & Youtube, and many health care establishments and financial companies. 

Keep Your Information Secure

Augusta Data Storage offers many services that can be tailored to your business needs to keep data protected. No matter where your data is stored, vault storage can help. Vault storage and layered backup systems offer the ability to have physical, off-site backups of your cloud and server based records. 

Working remotely can also mean the accumulation of paper records, especially as people are using and generating those OUTSIDE of the office. Does your organization have a procedure for converting those paper documents into digital data? Augusta Data Storage offers many options for digital conversion to cut down on paper access to records. Call today for a quote!

The post Data Breach Summary Report appeared first on Augusta Data Storage.

According to ZD Net, 20% of all cybersecurity incidents in 2020 were due to remote workers and inadequate passwords and security. In 2019, there were 1,473 data breaches in the United States with over 164 million sensitive records exposed according to Statista. 

As you head into a new year, consider setting aside time to review these 7 elements of your records management policy to ensure they are up to date with the latest information and regulations set out for your specific industry. And if you haven’t established your own policies, this loose framework can help you get started off on the right foot. 

Know the Threats

One of the most important factors of developing a robust records management policy is ensuring you know the risks associated with the information your organization uses every day. It’s also important to know the rules and regulations for your industry to ensure that your internal policies are in line with the requirements set forth by the appropriate governing bodies.

Once you have reviewed the risk factors and identified new ones, develop a process for educating and informing your employees and staff about the risks and the steps they can take to ensure you maintain the integrity of the records and information you manage.

Review Storage Security Measures

Take a look at the security specifications set out in your company’s policies and procedures documents about the appropriate ways to use, store and destroy personal and proprietary information. Make sure the outlined security measures reflect risks as they exist in today’s information management landscape.

For Paper Records Storage

When keeping paper records in your office, it is especially important to monitor your record security policies. Limiting access, locking your storage space, and tracking chain of custody are 3 things to start with when establishing your records storage policies. If you are moving to a new office, here are some tips to simplify your file relocation. If your office is equipped to handle in-office storage, consider these when organizing your important documents. 

If you are looking to move records storage off-site, Augusta Data Storage has secure warehouse space to store your physical paper records. We offer the most advanced security systems and storage technologies to prevent unauthorized access to your records. Our warehouse space is NARA compliant meeting specifications and requirements such as monitoring, restricted access and fire safety systems designed and approved by a fire safety engineer. 

For Digital Records Storage

Storing digital records can be done in-office with the right regulations. Going from paper records to completely digital is a large task, but it can be done with these helpful tips. If you are wondering if going digital is right for your business, this can help.

Computer media and microfilm are protected in our climate-controlled vault storage. The temperature and humidity are monitored electronically 24/7, 365 days a year. Our climate-controlled media vault is great for storing items such as tapes, disks, reels, external hard drives, and more. Storing your electronic media with Augusta Data Storage ensures the protection and safety of your information. 

Review Retention Schedules

Take time to review and update records retention schedules and adjust, as necessary, for changes in regulatory requirements for your industry. Now is also a great time to ensure that your records retention schedules are being met and that files are being purged and securely destroyed accordingly.

Review Secure Destruction Procedures

As we mentioned above, secure destruction is an important part of the records retention process. Once records become outdated or are no longer needed, your organization should have clear policies for how that information is handled and what constitutes appropriate destruction. Be sure to review the steps and update any language to reflect regulatory changes since your last policy update.

For Paper Records

Augusta Data Storage offers secure document shredding and disposal for all of your paper records and information. We offer many shredding solutions including on-site document shredding, off-site document shredding, and document destruction purging. 

For Digital Records

For digital records and media, Augusta Data Storage offers many specialized destruction options. Secure destruction is a safe and secure way to ensure the data left on hard drives or other devices are inaccessible after destruction. E-cycling is an environmentally friendly option for document destruction. 

NAID-AAA Certified

Augusta Data Storage holds a NAID-AAA Certification for mobile and plant-based records and hard drive destruction. Our organization has been certified by NAID (National Association for Information Destruction since 2009. This certification for plant-based and mobile destruction allows us to offer services compliant with government regulations such as HIPAA, FACTA, Sarbanes-Oxley Act, Gramm-Leach-Bliley Act (GLBA), and others.

Review Your Employee Training and Communication Approaches

Employee training and education is one of the key factors in the success of your records management programs. It’s important that your staff know and understand the importance of maintaining the integrity of your information, what steps to take if they suspect an accidental or intentional breach, and what common threats they should be aware of in their day to day work.

Now is a great time to review when and how you communicate with your employees about these procedures and how often you should send out updates and reminders on best practices and evolving risks.

Review and Update Disaster Recovery Plans

In the event of a fire, flood, hurricane, tornado or other natural disasters how will your business recover lost information? Your disaster recovery plan should outline not only how you will recover after the disaster occurs but the proactive steps you are taking to backup information and records to protect them before disaster strikes.

Review and Update Data Breach Procedures

The number of data breaches that occur each year continues to climb. It’s more important than ever to have data breach procedures in place. No one wants to think about how they will handle a situation like that, but having a clear plan helps you avoid fumbles and missteps on the road to recovery. A few things you’ll want to consider are:

• What employees should do if they suspect or uncover a breach?
• How will the company react? How will you notify impacted parties? How will you communicate with the public about a breach?
• What measures are you willing to take to recover the information?
• What legal and financial implications exist because of a breach?
• What do the long-term impacts of a breach look like for your business?

Knowing the storage security and secure destruction procedures for paper and digital records is key when managing your company’s records. Internally, make sure your employees are informed and updated on the importance of information maintenance and disaster recovery plans. On-going employee education and communication helps to keep records security top-of-mind. 

If you are looking for a partner to help you manage storage, records security, and retention schedules, Augusta Data Storage is here to help.  Secure, off-site storage  is available in our records warehouse alone and our in-house specialized destruction services make managing your retention schedules and secure destruction processes easy. 

Augusta Data Storage is the one-stop-shop you need to manage these 7 elements of your records management policy. Contact us today to get started. 

The post 7 Ways to Strengthen Your Records Management Policies This Year appeared first on Augusta Data Storage.

Destruction log

When handling medical records, it is imperative to keep everything organized. This includes the physical records and any records that have been archived, inactive, and shredded. The best way to keep track of records that have been archived, inactive, and shredded is by keeping a destruction log. A detailed log ensures you have all of the information in one place with consistent data about your records management processes. 

What to Include

Destruction logs should be kept permanently as proof of best practice in your records management processes, and to help protect your organization in the event of a breach or any mishandling in the chain of custody. The most common information to be kept in your destruction log include:

• Names
• Description of records general contents
• Media type
• Time of destruction (During normal business hours?)
• Date and method of destruction
• General patient information
• Inclusive dates covered
• Witness names and signatures

Certificates of Destruction

The destruction of medical records differs from normal document shredding because of the detailed confidential information that is kept in these records. The protection and destruction of health documents is regulated by HIPAA.  Failure to comply with these regulations can result in large financial penalties. This is why certificates of destruction are a must. A certificate of destruction is a document that includes all of the details of your destruction service confirming that your documents have been securely destroyed, how they were destroyed and the organization responsible for the destruction of your records. 

At the completion of your shredding service, Augusta Data Storage provides you with a certificate of destruction as a record of compliance. 

Secure Shredding 

Augusta Data Storage is NAID certified and offers many secure document shredding services. When you outsource your shredding to Augusta Data Storage your information is guaranteed to be shredded into irrecoverable pieces, our service processes follow regulatory compliance best practices, and your organization will have the convenience of a trusted, certified, third party handling your document destruction. 

To learn more about the secure destruction services we offer, read more here. 

Chain of Custody

When maintaining medical records, it is vital to maintain a tight chain of custody. In records management compliance, custody is defined as any time a person has physical possession or visual sight of a document. The chain of custody is a record of any time someone touches, looks at, or stores a document. Your custody logs should include any details about security, storage and retrieval of the specific records from the time they are created until they are securely destroyed and you have a certificate of destruction in hand.

Augusta Data Storage offers many records management options that can streamline your records management and destruction process. Secure storage, retention schedule management, and secure destruction all happen in one place, creating a tighter chain of custody. Our facility holds over 160,000 sq ft of secure storage pace with NARA compliant facilities and a climate-controlled media vault. We offer both digital and hard copy access to records stored in our facility. Read for more information about records management services and digital retrieval options. Here are some frequently asked questions about digital document services. 

Augusta Data Storage is here to help with all of your data destruction needs. Contact us today to learn more about our services and processes. 

The post Medical Records Destruction Log appeared first on Augusta Data Storage.

If you’re starting from scratch with a new plan, we have some great resources on  Information Management Basics, Developing a Records Management Policy, Compliance Tips and Employee Education to help you get started.

If you have a plan or policy in place, here are some specifics you’ll want to make sure to update as you head into the new year.

COMPLIANCE AND REGULATION UPDATES:

It’s important to regularly check-in for industry-specific updates on compliance, retention requirements, and data security. As these laws continue to evolve, your internal policies should adjust accordingly.

As remote work becomes more common, be sure to update your compliance policies to reflect where and how your employees and staff access information outside of the office and on portable devices.

NEW SECURITY RISKS: 

Follow the headlines or Information Security Blogs and social channels for updates on new security risks that can put your business clients’ information at risk. Assess how these new risks might impact your business and what you can do to protect your information internally.

Common risks to stay informed about include

• Email Phishing Scams
• Ransomware
• Social Engineering
• DDoS attacks
• Malware
• Traffic Interception
• Password Theft 

You can view additional threats and details about each type here. 

EMPLOYEE EDUCATION: 

Make plans for regular employee education about

• new risks and security threats
• the importance of information security
• best practices and internal policies

As more employees are working from home, it is important to continue to emphasize the importance of information security, especially while out of the office. Here are some things to consider:

• Secure network and Wi-Fi connections
• Updating Passwords every 30 days
• Secure handling of hard copy documents printed at home
• At-home document destruction policies

Whether you do this in the form of regular meetings or Zoom calls, updates, or Memos, it’s important to keep education on information security top of mind!

The beginning of the year is also a great time to review your account authorization to see if personnel changes have been made. Call us today to review and update your information.  

DATA BREACH RESPONSE PLAN: 

As potential risks continue to evolve, be sure that you update your Data Breach Response plan accordingly. Knowing who is responsible for various tasks in the event of a Data Breach is key to managing the situation effectively.

As you’re reviewing your policies, make sure to identify any team members who will be a part of your response plan and educate them on expectations throughout the process. 

RETENTION SCHEDULE: 

Review your current retention schedule and destruction policies. Make sure you schedule any annual purge shredding for year-end. If you have on-going shredding needs, consider implementing regular secure shredding services, or updating your current secure shredding service schedule to match your needs, based on the last 6 months of use.

REVIEW YOUR RECORD STORAGE AREAS: 

Finally, be sure to review your record storage areas to ensure they are still in compliance with the rules and regulations for your specific industry, purge any items no longer needed, and plan for any additional storage space you may need for the new year.

As you work your way through your records management policy updates, remember that Augusta Data Storage is your Augusta area provider for secure shredding, large-scale purge projects, records storage, document imaging, and more! Contact us today for more information on any of our services.

RESOURCES 101:

Not sure where to start? Here are some additional resources:

The Changing Landscape of Information Management

The Benefits of Records Management Services

Why an Effective Records Retention Policy is Crucial for your Business

Scan on Demand Provides Contact-Free Access to your Records

The post REMINDER: It’s Time to Review Your Retention Policy! appeared first on Augusta Data Storage.

The increased reliance on digital information management solutions, quick and easy access to information, and the need for employees to “work from anywhere” has greatly impacted where and how we store, access, and manage information. As we continue to push through the new challenges that have come to the forefront as a result of the pandemic, many information managers are left wondering how they can better optimize their systems for the way we have to work today and into the future. 

What safeguards are we putting in place to protect information? 

How can we build better safeguards? 

What do robust backup systems look like? 

Is there an increased risk of data theft? 

How do we provide secure data access to our team?

What do we do with information left sitting in our offices while we’re at home? Are we protecting those records while we’re out of the office?

If we need to downsize our space, what are our options for archival file storage? 

How do we ensure that our employees are still taking information security seriously?

What shredding practices should we be implementing for our work-from-home teams?

These are just a few of the questions swirling around about how information management is being impacted as we move forward. Here are a few insights, tips, and ways Augusta Data Storage can help, as your business moves towards the future of information management. 

Where & How We Access Information

Information managers are now being tasked with the role of managing where and how people across their organization access information. If information was readily available on internal servers or in on-site storage areas, how can people access that information from home? What steps have to be taken to secure those access points?

In addition to accessing the information, it’s important to consider what happens to information once it leaves the security of your internal systems (think emails, prints, scans, saving on portable devices, etc.). Be sure to consider how to protect documents in both their original format and in their transferable or end-user format. 

Information managers should pay careful attention to communicating expectations for managing secure documents in various formats and set clear processes for destroying information and records that are no longer needed, especially while employees are working remotely. 

Secure Information Storage

Especially if your organization is functioning primarily with remote operations, knowing that information and records stored onsite, at your place of business, are safe and secure is key. 

Be sure that your file rooms, server rooms, and any storage closets that might contain backup discs are not only secure but are also being monitored. If employees have access to these spaces to retrieve files, be sure a protocol is in place to track entry and retrieval. 

For information routinely accessed digitally, ensure that your devices and entry points are secure, that passwords are strong and routinely updated, and that login credentials are not being shared across multiple users. Ensure you are using layered backup mechanisms for your information, and keep your teams educated on potential security threats that may exist. 

Managing User Access to Information

Peter P. Mykytyn of the College of Business and Analytics at Southern Illinois University, Carbondale, cited many impacts of the Pandemic on businesses, including how businesses are providing information access to remote workers. 

“It’s probably safe to say that organizations have taken to using corporate Virtual Private Networks (VPNs) to safeguard information as best as possible…What may be lost on some managers, perhaps even some IT specialists who are under extreme pressures today, is that VPNs provide security from point A to point B. What may be not understood or known is that VPNs do not protect an employee’s computer, laptop, smartphone or tablet where the actual data itself may reside. Should a hacker access the actual device, all bets are off.” 

As an information manager, it’s crucial to think about the entire lifecycle of the information you manage, not just how it exists or travels through your ecosystem, but how you are working to protect that data if and when it leaves your VPNs, secure servers, and data clouds. 

Changes are hard. We’re here to help.

If you’re working to develop mechanisms for digital access for your team, Augusta Data Storage specializes in bulk scanning and imaging to help expedite the process. Our process delivers indexed files and creates digital archives of your records to be loaded into your secure platforms for archive, digital access and more. Once converted, we can help store those records or purge hard copies, for increased security, limiting the access to those existing files. 

For clients who currently use our secure off-site storage, don’t forget that the Augusta Data Storage client portal offers safe and secure retrieval options for your stored records. If your personnel has recently changed, please contact your account manager for information on updating your company’s access e-forms for retrieval access. 

The only constant is change. 

As we move forward into 2021, the only thing that is for certain is that change continues to be on the horizon. As information managers, it’s important to routinely assess and update your processes for managing, accessing, and distributing data in a safe and secure manner. We encourage you to make a noted effort to stay up to date on security trends and developing threats and to work alongside your IT support teams and compliance managers to ensure you’re implementing industry best practices across your organization.

The post The Changing Landscape of Information Management appeared first on Augusta Data Storage.

Why Digital?

Managing large volumes of records while maintaining compliance and security may become more difficult, and expensive, as your records grow. Document conversion can reduce cost, increase efficiency, and improve security for your business. In fields such as health care, law, and finances, documents rapidly grow every day. With digital document conversion, it is easier to keep all confidential records secure and organized. 

What is Document Scanning?

Document scanning can be used to convert your filing backlog or paper records to a digital format for digital management. By creating a digital copy of your records, you will be able to quickly locate and retrieve information, streamline business processes, free up costly office space, and keep all of your information private and secure.

As Augusta area businesses continue working remote, converting hardcopy files to digital can offer employees access to the files they need while at home. Document scanning and conversion is a great solution and Augusta Data Storage can help. Our team is trained to help you manage that process and make it quick and easy to set up for on-going remote working. 

No matter the size of your business, August Data Storage offers file conversion services for a large variety of project sizes, including blueprint scanning. 

What happens to my physical copies after my scanning project is complete?

Documents can either be stored on-site at ADS according to their retention schedule, or securely shredded as part of a bulk purge at the end of your scanning project. Or hard copies can be returned to the client

Secure Records Storage

For those businesses converting to digital in an effort to save space or downsize their offices, Augusta Data Storage offers off-site secure records storage solutions. Our records management services offer a cataloged filing system, records retrieval services, and assistance with retention and records purge schedules. 

Secure Shredding Services

If your current hard copy records are not required to be archived, OR they have reached the end of their archival period, the secure shredding services at Augusta Data Storage offers a plant-based shredding solution that meets industry standards and is NAID-AAA Certified. In addition, customers are provided with a certificate of destruction for their records. 

What is Scan on Demand?

Scan on demand offers organizations that store hard copy records at Augusta Data Storage quick and easy, digital access to their records. Scan on demand offers contact-free access to your records and files stored in our secure, off-site records storage facility. This is an increasingly popular option as businesses continue to expand their work from home operations and access to paper records remains limited.

Scan on demand can help provide quick and easy digital access for companies with hardcopy records stored at Augusta Data Storage. Scan on demand is especially helpful if you cannot have files physically delivered to your office. With fewer people working in offices, storing your records in our storage facility and opting for scan on demand services is a great option for organizations choosing to downsize their offices as more people shift to remote work setups. By moving files off-site you can save space by storing your files in the secure warehouses at Augusta Data Storage and still have quick access to the documents using scan on demand.

How do I request files for Scan on Demand?

Requesting files for scan on demand is easy! You can call us or log in to our client portal and request your file(s) for scan on demand delivery. 

How do I receive my files?

Your digital files are sent through encrypted email delivery. We will help you set up an account on SEND, Inc, a platform that offers “military-grade encryption” and ensures on the recipient can receive the message. 

Once your files are scanned, we will send them to the encrypted email platform and deliver them to you. 

Why should we choose Augusta Data Storage for Scanning?

When searching for a Document Conversion company, you’ll always want to shop around and make sure it’s a good fit for your organization. When trying to find the perfect partner, look for security, quality, flexibility, and accessibility. The document conversion company you select should offer generous security on and off-site with full HIPPA certification. Review and sample the quality of their scans using your most popular file types. Make sure they’re able to work within your business hours and management platforms. Choose a partner that supports your management requests quickly and efficiently.

No matter how long your business has been in operation, scanning and imaging services from Augusta Data Storage can make the transition into a paperless system easy. Our years of experience and best industry practices can efficiently expedite digital imaging processes, so your business is reaping the benefits of your new system in no time.

Contact one of our account managers today to learn more about the tools we have developed to help you manage your Records Information Management processes.

The post FAQ: Everything You Need to Know about Digital Document Services appeared first on Augusta Data Storage.

Professional Document Shredding vs. DIY Shredding

Professional document shredding establishes a chain of custody and provides certificates of destruction, including which documents were shredded and when. This ensures that documents are not skipped over or misplaced. 

Standard office shredders have limited capacity costing businesses more time and energy than outsourced solutions. 

By allowing Augusta Data Storage to manage your shredding needs, your organization will be able to spend time and money on more productive tasks. Our mobile shredding units or shred plant destroys in minutes what could take hours with an office shredder. 

How Often Do We Need Shredding?

Depending on the number of records your organization accumulates, there are options for scheduled and drop-off shredding services. For all of our secure shredding options, look here. 

Industry Requirements

The Federal Trade Commission has standards for the proper disposal of information. These regulations are created to protect the privacy of consumer information and reduce the risk of fraud. You can read more information on these regulations here. For regulations related to HIPAA, read here. 

Secure Shredding Options

Mobile / On-Site Shredding

Augusta Data Storage’s mobile shredding unit eliminates any doubt about the security of your documents before shredding. Our shred truck will be on-site at your facility to easily shred your documents. Organizations in fields such as banking, law firms, hospitals, and government agencies often opt for on-site shredding to maintain a tight chain of custody and ensure that unshredded documents are not leaving their property.

Mobile shredding offers many benefits including secure collection bins for storage between scheduled shredding services, the ability to add documents to be shredded at any time, time and money savings, and peace of mind knowing your material is irrecoverable, eliminating any privacy concerns. 

Plant-based / Off-Site Shredding

With plant-based, off-site shredding, documents are picked up and delivered to the Augusta Data Storage facility to be shredded. Our document shredding plant is equipped with industry-leading shred technology that allows us to shred 10,000 lbs of documents per hour. The benefits of choosing plant-based shredding services include pickup and transfer services, ideal for large-scale bulk shredding or record purge projects. We offer secure collection and transport, and you have the option to witness the shredding process for additional reassurance. 

Our off-site shredding services include:

• Pickup of material from your facility or office
• Destruction of material through shredding
• Recycling of all shredded material
• Certified weight ticket and list of material destroyed
• Certificate of Destruction
• Destruction witnessing

Drop-Off Shredding

Drop-off shredding options are ideal for businesses and local residents that need one-time, small batch shredding services. Augusta Data Storage offers drop off shredding options and items are treated with the same level of care and security as our scheduled and purge shredding services. Drop-off services are billed by the pound and subject to a minimum service charge. 

Purges

Purging, or bulk shredding, provides a way to eliminate large amounts of out of date or unused records. At completion of your purge job, Augusta Data Storage provides you with a certificate of destruction as a record of compliance. 

Purge Shredding Services are Ideal for:

• Document shredding prior to relocating
• Yearly cleanouts
• Finalizing of an audit or litigation
• Corporate consolidation
• Shredding of sensitive documents for compliance reasons

ANNUAL PURGES

For many businesses, an annual or semi-annual records purge is scheduled as a part of their records retention schedule. Once files reach the end of their useful life, they are moved out of rotation and scheduled for secure destruction. If your business does not generate enough secure information to use our scheduled shredding services, annual or semi-annual purges are the perfect option.

ONE-TIME PURGES

For organizations that do not have a steady influx of records, one-time purges require no long-term commitment and offer access to the same level of security and industry best practices that our regularly scheduled shredding customers receive. One-time purge projects are ideal ahead of office relocations or business closures and provide peace of mind for secure destruction of your remaining documents. 

For over 25 years, Augusta Data Storage has been a leading, local provider of secure records management services in the Augusta, GA area. Our services offer restricted access entry and facility monitoring, NARA and NAID compliant solutions, and background checked personnel. Augusta Data Storage maintains NAID-AAA Certification for both mobile and plant-based document destruction, as well as mobile and plant-based hard drive destruction services. For more information about our NAID-AAA Certification and learn more about NAID read here. 

For any additional questions concerning our services and processes, contact us today!

The post How to Choose the Best Shredding Option For Your Business appeared first on Augusta Data Storage.

When it comes to digital data destruction, there are three primary options when it comes to removing data from your devices and it’s important to find the one that offers you, your data, and your end-users the most protection. 

DATA DESTRUCTION METHODS

When it comes to discarding or recycling your end-of-use electronic devices, there are three primary options available. These are Destruction, Formatting, and Degaussing.

Each of these options is effective in masking or removing some of the data on your devices to prevent retrieval. Here’s a closer look at how each one works. 

FORMATTING

Devices that are formatted are wiped of information. Many people believe that formatting a drive means the information has been removed. However, formatting is considered internal disposal and the potential for data recovery still exists.  

While the chances of recovering the data from a formatted hard drive are low, with the correct knowledge and software, recovery is still possible.

DEGAUSSING

Think of degaussing as a more intense form of formatting. Hard drives are read/write devices that use magnetic disks to record and store information. The process of degaussing actually neutralizes the disks using powerful magnetic fields. Doing this scrambles the recorded data into an unreadable format. 

This is great news for protecting the information stored on the discs, but it also renders the device unusable. Those companies looking for an extra barrier of protection sometimes opt shred hard drives after they have been degaussed.  

SECURE HARD DRIVE DESTRUCTION

Secure hard drive destruction is the act of physically shredded electronic devices at the end of their useful life. This process completely obliterates the data and the device into unsalvageable pieces. As a result, there is zero chance for data recovery.

In addition to ensuring zero recovery potential, hard drive destruction also offers a more cost-effective solution than reformatting or degaussing your hard drives. Shredded hard drives can often be recycled, lowering the environmental impact of outdated electronic devices. 

WHICH DATA DESTRUCTION METHOD IS RIGHT FOR YOU?

Choosing which destruction method suits your needs depends on your plans for the devices afterwards. Shredding offers complete peace of mind as it tears the device apart and recycles the fragments. Formatting is a great choice if you plan on using the device for something else, but keep in mind the data still exists until it’s written over. Degaussing scrambles data with powerful magnets, rendering the device unusable. An excellent choice if you’re looking for a new paper-weight, albeit a tad expensive (and not as eco-friendly as recycling). At the end of the day, shredding proves to be the most popular method for complete destruction of data due to its low cost and irrecoverable form.

ON-SITE AND OFF-SITE DATA DESTRUCTION OPTIONS

When you’re ready to securely destroy confidential end-of-life electronic devices, Augusta Data Storage offers on-site and off-site destruction for your convenience. Our on-site facility is equipped with the new Ameri-Shred Corp HDS-1000 Hard Drive Shredder, guaranteed to rip your devices to bits. 

Simply call to let us know you’d like to drop off your electronics and we’ll start preparing. If you’re uneasy about your devices leaving company property, we offer pick-up with a secure chain of custody, recording the serial number of each electronic on its way to destruction. No matter which option you choose, Augusta Data Storage maintains NAID AAA Certified standards, making sure you get a detailed Certificate of Destruction for your records.

The post Hard Drive Destruction Options appeared first on Augusta Data Storage.

What to Know about using our Secure Shredding Service:

1. Shredding is for everyone
   Our customers frequently ask if our services are provided to local non-business customers, and the answer is yes! In addition to our community shred events, we also offer a walk-in shred service during regular business hours. Drop off a batch ready for destruction, and we’ll handle the secure shredding!

2. Be Careful with your Clips
   When preparing documents for destruction, it’s important to know that we can’t accept items with large butterfly and binder clips. However, paperclips and staples are a-okay! Remember, remove any large clips from your documents before their arrival!

3. Folders vs. Binders
   While we do accept documents in folders with tabs or small prongs, we don’t accept items residing within ringed binders. Be sure to remove all papers from any large binders, and never place binders into shred bins.

4. Plan ahead
   Plan your pickup or purge 3-5 days in advance to allow our team to schedule your appointment, providing you with plenty of time to prepare your items. If you’d like to use our drop-off shredding services, we accept items during regular business hours Monday through Friday, 8am to 5pm.

5. What else can we shred?
   Augusta Data Storage can shred more than paper! Our facilities are equipped to securely shred electronic waste, proprietary items and more! We provide a full list of what we can shred here, including but not limited to: CDs, hard drives, computers, plastics, x-rays, film, etc. If you’re looking to shred something a little more specific, contact us and see if we can accommodate your needs!

6. We recycle!
   When our customers ask what happens to their shredded documents, we’re happy to say that Augusta Data Storage recycles all paper pulp at Georgia Pacific. Our recycled materials are directly used to create new products, reducing landfills and providing environmental savings.

7. Watch your document shredding
   If you’d like to observe your document shredding in our plant, we can provide that experience by appointment. When you take advantage of our mobile shredding service, we display your items being shredded on a monitor located on our truck!

8. How we charge for our secure shredding services
   Drop off Shredding is charged by weight with a minimum charge of $30. Our monthly service customers are billed by the tip, which means no matter how much you have to shred we only charge per facility visit.

9. Facility certifications
   Augusta Data Storage is NAID AAA certified for document destruction and e-waste destruction. If you’d like to learn more about our certifications and their requirements, please look here.

Shredding Services and Preparation

10. On-site Shredding
    Augusta Data Storage brings the shredding to you with our secure mobile units. We provide our clients with security knowing any sensitive information never has to leave their premises intact, offering secure containers for easy destruction and clean collection. We schedule and charge for on-site shredding according to volume and routine.

11. Off-site Shredding
    From documents and electronic waste to specialized media and proprietary products, Augusta Data Storage can handle all your secure shredding needs. With our industrial equipment, we ensure destruction with zero-landfill solutions, providing you with a certificate of destruction upon completion.

12. Drop-off Shredding
    For businesses and local residents in need of one time, small-batch shredding services, Augusta Data Storage offers drop-off shredding at our Augusta, GA facility. Simply drop-off your items and we’ll weigh and process them for destruction. Drop off services are billed by the pound and subject to a minimum service charge of $30. We also provide drop-off shredding for end-of-life electronic devices, such as old laptops and phones!

13. Purging & Bulk Shredding
    Bulk shredding, or purging provides a quick and easy way to eliminate large volumes of out of date records and archived files. At completion of your purge job, Augusta Data Storage provides you with a certificate of destruction as a record of compliance. 

Augusta Data Storage seeks to provide a unique secure shredding solution no matter what your needs, from mobile shredding and walk-ins to e-waste purging and community shred events. Recycle when you shred with us, and receive certificates of destruction for your records. For any additional questions concerning our services and processes, contact us today!

The post Tips to Help You Prepare for Secure Shredding Service appeared first on Augusta Data Storage.

Dedicated Warehouse Space

Storing your company’s records in house can take up a large chunk of space, potentially putting confidentiality at risk. Consider the space you’ll recover by storing your documents off-site. No mess, no security breaches, no misplacement. Our facility boasts over 160,000 sq ft of secure storage space with dedicated, National Archives and Records Administration (NARA) compliant facilities and a climate-controlled media vault.

Specialized Storage Options

Electronic and other specialized media requires protection from heat and humidity, as well as safekeeping from fire and water damage, theft, or loss. Whether you are storing temperature-sensitive archival items or digital and tape backups of your company’s records and information, our climate-controlled vault offers the same level of security and management as provided for records stored in our warehouse facilities. Augusta Data Storage is equipped to meet all HIPAA and NARA regulatory requirements.

Security

Nothing is more important than your file security. Our media storage solutions are designed to safeguard your records from theft, loss and damage. Augusta Data Storage consists of skilled and experienced personnel who undergo regular training in order to deliver the best service possible. When it comes to accessing, shipping or picking up your electronic records we follow strict security procedures.

• Off-site, secure storage
• Scheduled media rotation services
• 24/7 access and delivery options
• Emergency response capabilities
• Disaster recovery planning
• Computerized tracking and retrieval management
• 24/7 climate control and hazard protection

Disaster Protection

Unforeseen incidents and disasters happen; often with little to no warning. Should your workplace experience a fire, flood, explosion, or even theft, your critical data may be damaged or worse, gone for good. Imagine the impact this loss might have on your company. Implementing backup storage processes for your electronic media is the only solution that guarantees protection over your information.

Our state of the art NARA compliant records storage facility provides the ultimate safe haven for your critical data, featuring the following:

• Climate Controlled Vault that ensures temperatures remain consistent and free from fluctuation in temperature/humidity.
• Restricted Access that requires registration upon arrival
• 24/7 security surveillance and monitored alarm systems
• Automatic backup power generation ensures continuity of power to essential equipment
• Advanced fire, smoke, and hazard warning systems.

Access & Retrieval Options

Convenience and ease of access are top priorities for our clients. To better serve the growing needs of our client base, we offer both digital and hard-copy access to the records stored in our facilities. Through our partnership with O’Neil, an industry leader in records management software, our clients have remote, cloud-based access to their records anytime, anywhere. As a part of our Records Management services, Augusta Data Storage offers the following:

• Online Access
• Scan-on-Demand
• File Conversion
• Computer Indexing
• Barcode Tracking
• 24/7 Records Access
• Inventory Reports
• 24-hour Delivery & Pickup Service

Wide-range of Supported Formats

No matter what you need to store, Augusta Data Storage offers specialized storage and management solutions for an array of vital media and sensitive healthcare records.

• Tapes
• Disks
• Reels
• Microfilm
• Microfiche
• CD-ROMs
• X-Rays
• Video / Audio Tapes
• External Hard Drives
• Backup Servers
• Solid State Drives
• Patient Medical Records
• Radiology Film
• MRIs
• Cine Films
• EKGs
• Patient Accounting Files
• Fetal Monitor Strips
• Cardiology Records
• Paraffin Blocks
• Computer Tapes
• Glass Slides
• EEGs
• In-Patient Records
• ER Records
• And more…

Secure Record Destruction

When your records meet the end of their retention lifecycle, or have just become outdated, we’re already prepared to assist you with their disposal. Augusta Data Storage is NAID-AAA Certified for a variety of media destruction services, including hard drives, solid state drives, LTO tapes, cell phones, and more. Our destruction process ensures your items are destroyed under industry guidelines and that destruction is properly documented for your records. Our Secure Record Destruction services include:

• Media Destruction (Laptops, Cell Phones, etc)
• Hard Drive Shredding
• E-cycling
• Bulk Shredding
• Product Destruction
• On-site & Off-site Shredding
• Certificate of Destruction

Record Retention Scheduling

Record Retention determines how long documents must be retained before their destruction, while retention schedules help ensure businesses are in compliance with state and federal laws. Augusta Data Storage works with their clients to establish a record retention schedule upfront and in one place, limiting the chain of custody while increasing security. 

Retained documents are assigned purge dates, which automatically notify our customers previous to their destruction in case changes must be made. On the date of purging the records are pulled from storage and securely shredded on-site, accompanied by a certificate of destruction. Augusta Data Storage’s client portal provides instant access to inventory checks and retention schedules, allowing you to adjust and monitor your record retention schedule.

Value Added Services

Our full-service approach to information management offers custom solutions for a variety of records management needs, including secure, off-site records storage, secure destruction services, specialized media storage services and more:

• Records Management
• Copy Service
• Daily Courier Service
• Disaster Recovery Planning
• Facsimile Delivery
• Packing & File Conversion
• Record Relocation
• Scan on Demand
• Customized Software
• Cloud Based Access
• Retrieval Access
• Document Delivery and Pickup
• Retention Scheduling
• Box & Cartons
• Flexible Rates
• Document Imaging
• Document Conversion
• OCR
• Client Portal

The post The Benefits of Records Management Services appeared first on Augusta Data Storage.

By Michael Payton, General Manager of Records and Information Management Services, Augusta Data Storage. 

A Historical Perspective

While offsite hardcopy records storage has been around for decades, many don’t know the rich history of offsite media vaults. In North America companies started backing up records to magnetic tape as far back as the 1960s. In the late 1970sand early 1980s a number of offsite vendors started adding media storage to their list of service offerings.

By the mid-1980s, tape backup was the prevalent method for data storage and disaster recovery. And with this surge in tape backup, an increased number of record management providers began building climate-controlled data vaults.

In 1981, the National Association of Secure Data Vaults (NASDV) was formed to support these growing businesses. The NASDV was the original trade association dedicated to media storage.

It would eventually merge with the Association of Commercial Records Centers (ACRC) in the mid-90s to form PRISM International.

Media storage flourished in the late 1980s and 90s, but providers started to see companies move toward disk-based back up options, including co-locating servers. Data co-location diversified the risk of in-house data storage and management to different locations providing redundancy for protection. 

In the late 1990s and early 2000s, “cloud backup” began to emerge as another option for data backup due to the increased bandwidth of internet service. With the growth of cloud backup and the increased storage capacity on a single tape, data storage providers started to see a major decrease in tape storage in their vaults. 

As this transition took place, a core group of data storage providers sought out content specific to the data backup industry in effort to combat the downward storage trends. With a goal of building on the experience of the group and seeking out experts in the industry, the Data Protection Association (DPA) was formed in 2012. 

An eager yet small and passionate group of members strove to keep media vaulting in the forefront, while looking at forthcoming trends and alternative storage opportunities (pathology slides, art, wine, evidence, etc.). The DPA ran through 2018 when it merged with the PRISM International division of i-SIGMA.

Throughout the 2000s and 2010s, the amount of data grew exponentially, and companies continued to look at ways to store it efficiently. Companies began to use hybrid approaches, using various backup methods, but most storage providers still saw a decrease in storage and struggled to find alternative growth opportunities. 

This was the driving force behind the DPA merging with PRISM International under i-SIGMA. The move would bring the focused efforts of the DPA under the strong infrastructure and leadership of i-SIGMA, allowing members of both organizations to benefit from the merged resources.

Changing Landscape

While data continues to grow at a rapid pace, technology continues to transition away from tape as a primary backup solution. Tape manufacturers and industry experts indicate there is still a segment of data protection in which tape is applicable as a tiered backup medium and predict the explosion of data will positively affect the industry. 

Tape has a number of advantages over other backup methods, including low total cost of ownership, minimal failure rates, and perhaps most importantly, it is offline. This concept has been referred to as the “air-gap”1 meaning tape has a layer of protection between hackers and ransomware unlike disk and cloud options.

However, most RIM providers continue to see flat or negative storage growth. Many small to mid-sized companies have moved to cloud exclusive models. While large companies may employee a hybrid approach with tape being a component, there is a lack of geographical diversity. These companies are predominantly located in the large metropolitan cities (Chicago, Houston, Los Angeles, New York, Washington D.C.) or tech hubs (Dallas, Denver, Phoenix, San Francisco, Seattle, etc.); meaning, RIM providers in smaller metro areas do not have much opportunity at these accounts.

But not all of this can be blamed on technology. Another growing concern is the lack of focus on data protection by those in the industry. More and more RIM providers are diversifying into multiple service offerings including scanning and destruction services. While this is typically a sound business plan, it has had a negative impact on the sales effort given towards data protection services specifically. As data protection opportunities have dwindled, sales teams have shifted their focus on the perceived “low hanging fruit” and tend to shy away from reaching out to IT managers or CIOs.

Data Protection Strategies for the Future

What we do know is that data continues to grow, and companies will persist in looking for solutions that are both price effective and compliant. An increase in data breaches – much of which is being done electronically – is another unfortunate reality. With this trend comes the need for increased regulation. This is evident with the recent institution of the GDPR in Europe and CCPA in California. We can expect to see more regulation on data privacy, data protection, and data breach notification. 

Companies continue to review the safeguards and risk assessment plans of their internal operations and those of their vendors. This is one of the reasons for the revamping of the PRISM Privacy+ Certification – to help members stay in tune with customer needs.

Data explosion, data resiliency, data breaches, compliance – these are just some of the challenges companies face when developing a data protection program. RIM providers with data protection expertise can advance RIM service levels to meet those challenges. Identification of the service needs of clients should be collaborative between industry leaders, client data control specialists, and data protection specialists. 

Preparing for the protection of data in the future certainly requires members to embrace emerging client solutions and needs. In-depth conversations and research into the potential for new service deliveries are critical. Success in the data protection future depends on aggressive and forward-thinking strategies for today. 

This article was originally written by Michael Payton and published in the IG Journal, 2020 Vol. 1, in partnership with NAID and PRISM International.

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Who needs a records retention schedule?

The risk of no organizational retention plan is significant for any corporation, but it is also avoidable. The development and implementation of a records retention schedule helps to ensure companies comply with state and federal information privacy laws.

As the volume of information you manage grows, so do the risk factors and potential threats when it comes to breaches. Without an established system for managing, monitoring, and purging records it can be hard to oversee the various moving pieces that make up an organization’s data and information infrastructure.

What’s the purpose of a records retention policy?

By developing and implementing a record retention schedule, an organization can:

• Improve their overall utilization of resources
• Control the growth of records volume
• Demonstrate compliance with regulatory recordkeeping requirements
• Enforce the consistent implementation of record-keeping policies
  
• Improve ability to locate and retrieve records when required
  
• Reduce litigation risks

What’s the Risk of not having a retention policy?

Information Security

Improperly managing your records can create security concerns for customers and your employees. It’s important to make sure that your retention policy addresses security and duration of storage, and also includes a secure destruction option for outdated or purged records.

Space

If you maintain a large volume of records, having adequate space and an organized storage system can be a tall order. If you are not maintaining a safe and secure storage space for your records your organization runs the risk of losing information or not being able to find it when you need it.

Time

In addition to space, consider the time it might take to find missing files and documents if they are not being properly managed. It’s important to weigh the cost of your employee’s time as you’re developing a records retention plan and weighing your options for storage.

Legal Ramifications

Did you know that by law you are required to securely store specific kinds of information? In addition, most confidential information requires records of purge and destruction dates for outdated records or those records that are no longer needed to show that your organization has done the due diligence to protect personal and proprietary information.

Some records, by law, must be stored for a specific duration, like those related to your employees and general taxes. Industries may also have unique restrictions in place when it comes to how records should be maintained Certain industries may also have further restrictions in place in relation to records retention. It is important to know the specific requirements for your business and your industry as you are building your records retention policy so that you are able to better maintain your archives and make adequate purge and destruction plans for outdated records. It’s also important to note that if your business should ever be involved in legal matters, you are legally accountable for safe storage of any records that may be of use to the case, audit, etc.

Retention policies help to manage many risks including lost or stolen information, excessive backlog of paper files, loss of time and space while internally managing records and lack of organization system for records, making them hard to find, just to name a few. Let’s say, for example, your business is faced with a legal case or audit which requires you to reference many records at once. Going through piles and piles of documents to retrieve pertinent records could become an extremely frustrating job.

Additionally, it’s always important to consider storage costs for in-house records storage, not only will you need space, but also resources to help you maintain your records annually. As they say, time is money!

Record Retention Policy Necessities

For a records retention policy to work effectively, we suggest that you consider classifying your business records into 3 basic categories:

The “Must keep” Records

These records refer to those files that you are legally mandated to store, as well as those documents requiring storage that relate directly to your company’s specific industry. Also considered should be any documents that directly relate to a potential legal problem. These particular documents should be stored for the length of time dictated by specific laws or regulations, or until they are no longer relevant to the legal dispute.

The “Wants to Keep” Records

Any record that you hold value to because of business, administrative, or marketing purposes is placed under this category. These records don’t require legal storage, but rather due to the desire to keep them. Your records retention policy should ideally provide the time period for which these documents should be retained, or at least occasionally reviewed to conclude significance and whether they continue to be important to your company.

The “Destroy/Delete” Records

Finally, the “Destroy/delete” category is exactly what it sounds like. This pile should be dedicated to anything, not in the previous two categories. It is critical that you take the initiative to shred any hard copy documents and electronic files that are either obsolete or are not being used for current business reasons storing these can be a security threat as information can quickly be lost or stolen, leaving you liable should there be a fraudulent incident as a result.

Create Retention Schedules for Hardcopy and Digital Records Management Systems

In order to properly monitor and implement the record policies, it’s important to identify the industry-specific guidelines that might impact your business. One of the key factors is determining how long you are required to store records.  

The implementation of their record policies against both tangible and electronic records is a problem for many organizations. Record retention refers to the data stored in your documents, whether on paper, microfilm, microfiche or digital format. Be sure to study what guidelines the business or organization will have to obey for each document and data type. You can learn how to bridge the gap between paper and digital records for developing a more streamlined retention policy.

The importance of outlining destruction requirements within your retention schedule

A record retention policy not only advises the entity to decide which documents are to be kept, but also acts as a guide on when those documents should be destroyed, and how. Destroying documents according to a sound policy of preservation of information will help protect the company from legal risks and can create additional cost savings.

Physical storage costs include building space, electricity and maintenance rental or lease expenses. Costs for data storage include the cost of equipment, software, power usage, labor and monitoring. 

Augusta Data Storage specializes in providing tailored document solutions that allow businesses to comply with legislation and ensures that sensitive information remains secure at all times.

Get in touch with us today by calling 706.793.0186!

The post Why an Effective Records Retention Policy is Crucial for Your Business appeared first on Augusta Data Storage.

It’s no secret that identity theft remains a threat, especially in our highly digital society. One of the major focuses of identity thieves is medical records, which they can use to carry out a variety of fraudulent activities including things like credit fraud and insurance fraud. 

For many healthcare providers, it’s no secret that patient records and data are some of the most valuable assets and voluminous risk factors in your organization. Here are a few points to consider when working to ensure the appropriate protection of your medical records.

HIPAA and Medical Records

Personal health information contains intimate data regarding medical history, finances and contact information (making them hot items on black markets). To protect the healthcare industries from fraud and theft, HIPAA maintains accountability by enforcing guidelines that ensure sensitive patient information remains confidential. 

IN 2019 alone, over 41 million patient records were breached, with a single hacking incident involving over 21 million.

With medical records holding so much private information, unsecured data could cost you fines of $50,000+ and in some cases, imprisonment. While many states, counties and municipalities have their own privacy laws and legislation, there are specific laws by industry segment too.

Why Protecting Medical Records Matters

The protection of health information remains in place to reduce the crimes associated with personal data, such as identity theft, extortion and misrepresentation. 

Besides the obvious unauthorized disclosure of sensitive patient data, the protection of medical records also enforces numerous repercussions. Civil penalties include fines of up to $25,000, while criminal violations can result in prison terms. 

Further discipline often includes sanctions from professional boards, suspension, loss of license, and more. Without document security protocols in place, you and your patients could be at great risk.

What Risks do Medical Records Face?

Unsecured medical records are more likely to be infringed upon, but even secured data retains the risk of exposure. Here are a few main offenders you can expect:

Cost. Budgetary constraints against establishing and maintaining professional security protocols may roadblock compliance.

Cyber Attacks. Criminals often manipulate systems into providing sensitive data through unsecured networks.

Equipment. Outdated and unsecured equipment can leave your patients information exposed when breached or misplaced.

Unauthorized Access. Loose security could mean individuals have the opportunity to steal data physically and electronically.

Poor Training. Employees who are untrained on proper procedures may leave sensitive data unsecured.

Fraud. Members may obtain and abuse data from within.

No matter the risks, industries must fully account and prepare for any gaps discovered in their chain of security, or face the possibility of a breach.

What Happens When HIPAA Is Breached?

A breach occurs when protected information is compromised. When unsecured medical documents are breached, you could face criminal charges including fines and imprisonment. Following a breach, entities are required to notify the affected individuals, the Secretary of the U.S. Department of Health and Human Services (HHS), and in some cases the media. When assessing a breach, the following factors must be determined:

1. The nature and extent of the protected health information involved, including the types of identifiers and the likelihood of re-identification;

2. The unauthorized person who used the protected health information or to whom the disclosure was made;

3. Whether the protected health information was actually acquired or viewed; and

4. The extent to which the risk to the protected health information has been mitigated.

How Do You Protect Active & Inactive Records?

Protect active and inactive records by prioritizing information security. If you’re concerned your medical records are compliant, review the legislation for your area. Create a Risk Assessment to identify and map your path towards compliance. 

Implement safe storage that ensures physical records are kept from environmental hazards such as humidity and water. Secure your file rooms with entry monitoring systems, and establish a contingency plan for accessing data amidst emergency scenarios. Finally, establish a retention schedule that identifies the lifespan secure documents must be held before destruction.

How Long Do You Keep Medical Records?

There are various medical record types which federal law doesn’t provide specific retention times for, however HIPAA does require these records to be retained for six years from the time it was last in effect. HIPAA’s 6 year standard can preempt state laws that require shorter retention times, but state laws may require more, and must be accounted for when determining record life. Entities should always consult with their information officer and attorney or other industry experts for clarification.

Recording the Storage & Destruction of Health Information

Maintaining a storage and destruction log streamlines information management while ensuring compliance under HIPAA and state laws. Physical documents should be stored with labels clarifying their retention times. Once expired, your storage partners will handle the secure destruction of your medical records and provide you with a certificate of destruction. 

Digital information should be configured through its management system to be automatically deleted once the expiration date arrives. Eventually, the harddrives should be professionally shredded to avoid cybersecurity breaches. Secure destruction of harddrives are also afforded certificates, building your record and establishing evidence of your compliance while preventing sensitive information from being discarded prematurely.

To learn more about how Augusta Data Storage can help your organization with secure storage and destruction of your medical records, contact one of our experts today. 

The post Securing Your Medical Records appeared first on Augusta Data Storage.

We’ve asked Peter Komarkowski, a fellow at the Institution for Data Management and Past President of the Data Protection Association, for advice regarding where we can improve our safety and data security, to persevere through these difficult times and flourish in our near future. Peter admits to being an optimist, providing us with a worst case scenario breakdown.

Get a FREE copy of our Cybersecurity Risk Guide Today

RECENT EXAMPLES OF HACKING: 

Cybercriminals are ruthless, capable of quickly smearing your enterprise across the next news headline. Take a look at the recent examples provided.

Transportation Agency Hacked in 2nd Texas Government Attack
On may 14th the Texas Department of Transportation’s network was compromised by a ransomware attack, according to a statement the department posted to social media.

Nefilim Ransomware Gang Leaks Toll Documents to Dark Web
The criminals responsible for continuous ransomware attacks on the Australian logistics & transport company Toll Holdings recently released private documents to the public, according to announcements made by Toll Group on May 5th.

Here are some tips from Peter on how to avoid some of today’s most predominant cyber security threats as we transition to larger remote workforces and rely more on digital access to information. 

TRUST NO ONE:

The current climate of home offices provide criminals with the perfect environment for committing cyber crimes. Right now many personal devices are nearly completely defenseless, ushering in an age of a zero-trust mindset.

Social Media

Social media is an excellent tool criminals can exploit to learn more about you, where you are, and even answers to your security questions. Be mindful of sharing your location, and watch out for posts attempting to extract information from you (e.g. “Where did you grow up?”, “What was your first pet’s name?”)

PASSWORDS:

When was the last time you changed your password? It’s important to revise and strengthen vulnerable passwords every 30, 60, or 90 days. Not all passwords need to be altered frequently, but there may be some you use that are more at risk than others.

Make sure to take the following precautions when selecting passwords and establishing login credentials

• Create strong passwords (use capital letters, numbers, and special characters)
• Use multi-factor authentication, when possible
• Change your wireless gateway password regularly

Once you have established secure access credentials to protect your digital assets, go one step further

• Update your antivirus software
• Update your operating system
• Secure your webcams

Portable Information Storage Devices:

Since work locations are changing and we often need access to information on more than one computer, it’s likely that more information is being transferred to portable USB devices like external hard drives and thumb drives.

Never plug your devices into unfamiliar USB ports, and never plug unknown USB devices into your personal equipment. Criminals hijack public USB ports allowing them to steal your data when you plug in to charge. Likewise, criminals often leave USB devices filled with malware lying about in hopes someone will be curious enough to insert it right into their device. Always carry your own charger, and keep a spare non-risk thumbdrive ready.

PHISHING:

Phishing is nothing new, but criminals are getting much better at it. Using fake emails and web pages created to look exactly like the real deal, phishing requires unsuspecting users to enter their personal information into what look like authentic forms. Phishing forms often employ call-to-action elements, asking you to click a button or open an attachment. Always inspect the email address before opening messages, these often include misspelled words or special symbols (ex: contact@amazon1.com).

BACKUPS:

Keeping backups provides an extensive safeguard in case of network attacks or device failures. You can schedule your operating system to back up your data as often as you’d like, often once a week or even daily if you work with a large volume of files throughout the work day.

The Cloud

Backing up your data to the cloud allows you to copy information to a server held by companies who employ strict security regulations and defenses. Although your data may be less vulnerable on their servers, they are not immune to cyber threats, so be careful what you choose to upload.

External Drives

Often referred to as “air-gap” backups, uploading your data to devices that are removable provide huge security benefits. Although your data is now completely inaccessible over a network, it’s still possible your air-gapped device could fall into the wrong hands. It’s recommended that these backups are stored off-site and separately from your personal devices. The use of passwords and encryption may also be implemented on your air-gapped device.

Frequency

Choose a frequency in which data is preserved that meet your legal and professional retention requirements. Businesses often have legal obligations to keep information secure during specific time frames, so it’s important to stay updated on your organization’s retention requirements.

Test Your Backups

Make sure to examine and test backups on a regular basis. There’s no sense in keeping them stored and secure if the data isn’t available when needed.

Get the Cybersecurity Guide and Checklist

For more information on protecting your business while your team works remotely, download our full Working from Home Cybersecurity Guide. The guide includes expanded information on the topics above as well as a cybersecurity checklist to you and your team can use to perform an internal security checkup. 

PETER D. KOMARKOWSKI
Peter is the principal consultant of PETERK CONSULTING. He is an IT Veteran with over 35 years’ experience. His experience includes working with many different business sectors, including but not limited to; State Government, Local Government, University, Education, Teleco’s, Retail Banking, financial, legal, superannuation, IT outsourcing, retail, manufacturing, sporting bodies, SME, advertising, research, medical, healthcare, construction. In March 2016, Peter was made a Fellow of the Institute of Information Management, for his services to the Offsite Data Protection industry, serving as the President of the Data Protection Association from November 2014.

The post Working From Home – The Cybersecurity Risk appeared first on Augusta Data Storage.

Whether you are moving a few large filing cabinets or an entire file room, it’s important to have a plan in place to get your records from one place to another in an orderly fashion. 

If you have filing systems that are not permanent fixtures in your building, many people just lock up the drawers and move the filled cabinets, but these can be very heavy and this doesn’t keep your items from being jarred or jostled around in transit, which means loosely packed hanging files can easily fall or spill within the drawers.

Other times, business owners find themselves purchasing bankers boxes, loading them up with all the files and then sorting and reorganizing the files at their new building, a task that can take a significant amount of time.

 If you are planning an office move and have a large file storage area or file archive space, Augusta Data Storage can help you simplify the process.  Our file transfer services are easy to use and take all the heavy lifting out of the process.

Augusta Data Storage offers two different types of file relocation, internal and external.

Internal File Relocation

Our team of experts at Augusta Data Storage will help keep things organized and expedite the process of relocating bulk file storage areas. This is ideal for office moves, relocating active records to archive storage facilities and more. 

Whether you’re relocating files to a new office, or from one storage area or warehouse to another, our trained and insured staff is here to help. 

File Relocation services are available for a variety of organizations including:

• Businesses and professional services companies
• Libraries and Archival Facilities
• Laboratories
• Healthcare Facilities and more

External File Relocations

If your company is looking to relocate files off-site and out of your active file storage areas, Augusta Data Storage will pick up files for secure transport and refiling at your new location. Additionally, we offer secure off-site storage solutions in our warehouse facility. 

Our Records Storage Services

Our Augusta, GA facility boasts over 160,000 sq. ft. of secure storage space. In addition to our standard secure storage offerings, sections of our warehouse offer National Archives and Records Administration (NARA) compliant storage space, as well as a climate-controlled media vault. 

Our NARA compliant storage space that meets the minimum structural, environmental, property, and life-safety standards for federal records storage. Our secure, climate-controlled media vault provides storage options for items like computer media and microfilm that require special storage conditions. 

Records Retrieval and Access

Customers also have access to our inventory monitoring software allowing them to check the status of their records as they move in and out of storage. 

During the relocation, our file in-take process is designed to maintain any established filing systems that are already in place so that records can be easily accessed inside our storage facility, as they are needed. We label each box and file with barcodes and import them to our inventory management system, which allows us to locate your files exact location with the click of a few buttons. 

Our facilities are electronically monitored to prevent unauthorized access and are equipped with the most advanced fire, smoke, and hazard warning systems.

Document Conversion

If you’re in the process of converting paper records to digital files, our bulk scanning solutions offer a quick and easy way to convert a large volume of records. 

Our team will pick up your documents, prepare them for conversion, create a digital filing system based on your file hierarchy specifications, and more. The use of optical character recognition allows us to create searchable records for your systems. 

At the completion of your project, we can transfer any necessary records into our secure storage area, and process the rest for secure destruction.

Secure Records Destruction

Bulk shredding or purging provides a quick and easy way to eliminate large amounts of out of date records and archived files. Out of date and unused records can create increased security threats to your organization, your clients, and your customers when left in archived storage areas.

Augusta Data Storage offers off-site secure destruction through our NAID-AAA Certified process,  ensuring your information is securely destroyed, according to industry standards. Once destruction is complete, we will provide you with a certificate of destruction for your records. 

No matter the reason for your file transfer or relocation, Augusta Data Storage is here to help. Interested in learning more about our file relocation solutions and if they might be a good fit for your upcoming office move? Contact us today: 706.793.0186

The post How to Simplify Your File Relocation When Moving to a New Office appeared first on Augusta Data Storage.

So, why do our devices hold onto residual data?

When you delete files, your operating system doesn’t just annihilate that information. Rather, the system deletes the file path pointing towards the data. 

We tend to believe the files are no longer present when in reality systems leave the information intact while attributing it as “free space.” Until operating systems actually write new data over the allocated “free space”, those files and the information included still exist. This poses large risks, both personally and professionally.

Individuals and organizations (and even third-party contractors) are responsible for ensuring their data isn’t made publicly available. The implications of data breach reach far and wide with fines, ransom, insurance costs, and even lawsuits. More than ever it’s important to keep your personal and professional data as secure as possible, and that means properly disposing of your old devices.

Data Destruction Methods

When it comes to discarding or recycling your devices, there are three available methods: Destruction, Formatting, and Degaussing.

Destruction: Devices set for destruction are shredded, completely obliterating data into unsalvageable pieces. This leaves zero chance for data recovery, and the shreds can even be recycled afterward.

Formatting: Devices that are formatted are wiped of information, but as we’ve learned previously this doesn’t actually mean your data is destroyed. Because the device is still intact, recovering information is still possible.

Degaussing: Devices such as hard drives read and write information onto magnetic disks. Degaussing neutralizes these disks with powerful magnetic fields, forcing data into an unreadable state. This renders the device completely unusable.

Which Data Destruction Method Works Best?

Of all three methods, destruction is considered the most secure (and cost-efficient). Formatted devices can often be recovered with the right tools, and even though degaussed devices are impossible to recover, it’s often costly. Hard drive destruction not only ensures complete annihilation of your data at low cost, but can be recycled into new material thereafter.

In today’s technology-driven world, information is always at risk. It’s important to take key steps to ensure that you do not leave any room for error in your data security measures. Secure destruction services, like those we offer at Augusta Data Storage, offer end-of-life solutions for your hard drives, server drives, and other digital devices where residual data may pose a risk.

The post The Risks of Residual Data appeared first on Augusta Data Storage.

Converting paper assets and archives to a digital workflow solution can be a daunting task, especially for businesses with voluminous client records and archives. 

When considering a solution for developing digital workspaces, while protecting your data and information, Augusta Data Storage is proud to serve as an all-in-one solution for secure scanning, storage, and destruction of records. 

What is the benefit of an all-in-one service provider for document conversion? 

By offering a comprehensive suite of records management services, Augusta Data Storage is able to shorten the chain of custody for your secure information. In limiting transfers of custody, there are fewer opportunities for data loss or theft. 

What does the document conversion process look like? 

When working to convert years of hardcopy information into a digital format, the process can seem daunting. Our goal is to help streamline the project by providing a single-source solution to take you from paper filing and record-keeping to digital asset management. 

Records Transfer
When you’re ready to outsource your document conversion project, our team is available to help transfer the records from your onsite storage areas to our facility for conversion. 

With years of experience under our belts, we’ve developed a process to systematically relocate indexed files while keeping your established information hierarchy intact. 

Digital Conversion

Our document conversion process allows us to expedite bulk record conversion and alleviate the time and resources required of your internal team to complete the same tasks. 

Through optical character recognition, our process can create searchable files that can be added to your internal databases. 

The digital records are organized using a pre-established filing hierarchy determined by your organization, and final files are securely delivered in digital format for easy upload and integration into your digital systems. 

Secure Records Storage

For businesses looking to store hardcopy backup of records, off-site, our records storage warehouses offer secure, monitored storage of your records with added environmental security features and access to NARA compliant and climate-controlled storage options, for businesses in need of those solutions. 

Digital Backup Storage

As a part of a robust archive and backup system, we recommend storing backups of your digital records both in the cloud, on-site and off-site in the event of a breach or disaster that could cause data loss. Our on-site, climate-controlled vault is available for storage of digital backup devices, tape, and other temperature and climate-sensitive items. 

Secure Destruction

Once your document conversion project is complete, any records that are not needed in your archive should be securely destroyed. Our NAID-AAA destruction process offers an in-house solution for records destruction at the end of your bulk file conversion project. At the end of file destruction, you will receive a certificate of destruction listing items that were destroyed for your internal compliance records. 

Why does a short chain of custody matter in records management? 

When managing the integrity of your information, it important to identify and track a chain of custody. This gives you a “paper trail” of employees, vendors, and partners who have access to your information and allows you to more easily identify risk factors, as well as weak links, in the event of a breach. 

It is important to track your chain of custody and note transfers of custody. The less people you have handling your information during this document conversion project, the more secure your process will be. 

Finding trusted Records Management Partners

When searching for a partner to help with any myriad of records management tasks, it is important to vet potential vendors by not only learning about internal safety and security practices, but also doing your due diligence through reference checks, research into the validity of certifications and their understanding and knowledge of industry best practices and standards. 

For more information on how Augusta Data Storage can help your business as a trusted “Go-Digital” partner, contact us today.

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As we move further into the  “information age” compliance rules will continue to adapt to the way that we live, work, and exchange information in our day-to-day lives. That means a key part of information management success is knowing and understanding privacy and information laws and compliance requirements in your industry segment. 

We’ve rounded up a few notes and resources to help you stay up to date. As always, these are not intended as legal advice and we recommend that you consult with an industry professional or compliance expert as you are making updates to your policies and procedures. 

What are Compliance Regulations? 

The primary goal of compliance regulations is to ensure that businesses and organizations are putting mechanisms in place to safeguard information and data that they collect as a part of their regular operations. 

These regulations place a responsibility on companies to protect themselves and their information assets from breaches, attacks, and misuse of information. 

Risks of Non-Compliance

As with any set of rules and regulations, there are risks associated with non-compliance when it comes to managing data and information. While the legal and regulatory penalties may vary by industry, jurisdiction, and severity of the offense, the risks of non-compliance are far-reaching. 

Longterm impacts of non-compliance include fines, financial losses, security breaches, license revocations, erosion of trust, damaged reputations, and more.  As customers, consumers, and patients are asked to hand over more and more data to render services, they want to know that their privacy is safeguarded and their providers are trustworthy and compliant. 

Compliance Regulations to Know

Depending on your industry and the types of information you collect, there are a variety of standard compliance regulations that you should be aware of. 

Gramm-Leach-Bliley Act (GLBA)

This piece of U.S. legislation, also known as the Financial Modernization Act, requires financial institutions to ensure the confidentiality of consumer data they collect and manage. As a part of the implementation of GLBA, the FTC issued the Safeguards Rule outlining compliance requirements for institutions under the jurisdiction of the FTC. 

Additionally, the FTC enforced the Privacy of Consumer Information Rule further detailing the specific information that financial institutions were required to disclose to consumers whose data they collect and manage. 

Health Insurance Portability and Accountability Act (HIPAA)

Comprised of the HIPAA Privacy Rule and HIPAA Security Rule, these standards, developed by the U.S. Department of Health and Human Services in 1996, are in place to protect the privacy of individually identifiable healthcare information in both hardcopy and electronic formats. 

Family Educational Rights and Privacy Act

This federal law was established to protect the privacy of student education records and applies to all schools that receive funding from an applicable program of the U.S. Department of Education. 

Payment Card Industry Data Security Standards (PCI DSS)

For those businesses collecting payment information, PCI DSS compliance is key. These specific compliance standards apply to merchant processing as well as online transactions and set out guidelines for protecting payment data and information collected by retailers, businesses and organizations.

Protecting Personally Identifiable Information

Outside of these industry-specific compliance regulations, businesses collecting and managing any personally identifiable information (PII) should maintain general security and compliance standards. This includes internal employee records, client information and records, banking and payment data, and more. 

As a business collecting this information, security and compliance are dependent upon your internal policies and procedures and should be mapped at each stage of the information management process from data intake to final destruction. 

How Augusta Data Storage Can Help

Secure Off-Site Records Storage
Whether you’re in need of storage for hard-copy records or a safe place to keep your digital backups and archives, we can help. Our restricted access facilities are complete with NARA compliant storage, as well as climate-controlled vault storage, capable of meeting a myriad of information security standards. 

Secure Destruction Services
Once you’re ready to remove information from your records or remove outdated data from your systems, our secure destruction solutions are here to help. Our processes are NAID AAA Certified for records destruction and hard drive destruction, ensuring that no matter how you manage your data, we’re keeping it secure through the end of its useful life. 

Scanning and Imaging
If you’re making the shift to digital, our scanning and imaging services offer the perfect all-in-one solution to ensure you have all your bases covered in the process. We can securely transport the records to our facility for conversion, archive them in our secure warehouse, and securely purge the records that are no longer needed. 

Steps to Increase Organizational Compliance

If your business handles proprietary information on a regular basis, you know that the threat of information theft continues to rise. There are a variety of efforts you can take to help increase compliance in your day-to-day-operations. Here are a few simple changes you can make today. 

1. Implement a Clean Desk Policy: A Clean desk policy might seem tedious at first, but there are many benefits, the primary one being information security. A “clean desk policy” would mean keeping paper clutter filed away which prevents wandering eyes and lost papers from turning into a security breach.
   
2. Invest in Secure Shred Bins for Your Office: Simply having recycling and waste bins does not provide a secure disposal for your office waste. Secure shred bins are locked containers where employees can deposit information for secure shredding, to ensure that it is not lost or stolen out of an open container by any of the number of people who may pass through your office in a given day.
   
3. Develop a well-thought-out information retention policy: If you don’t already have one, an information retention policy should be on the top of your to-do list for the new year, and if you do have one, make sure you are reviewing and updating it regularly to maintain the highest levels of protection for your information. A good retention policy will outline what happens to your records (both paper and digital) during every phase of the document life cycle. It also identifies who is responsible for managing each step, what should happen during each step, what happens if the procedures aren’t followed, and what your organization’s protocol is, in the event of a security breach.
   
4. Stay Educated: As information security risks grow and threat of hacks increase, the laws and regulations regarding the safety of personal information will evolve to address these risks. Staying up to date on the rules and suggestions for compliance will go a long way in ensuring that you stay ahead of potential problems and are able to create effective plans to help secure the information you manage
   
5. Create security barriers for your digital assets: When it comes to digital assets, there are so many ways that information hackers can intercept your information. Some simple steps you can take to protect your organization include unique user IDs and passwords for any accounts that may manage information, no sharing of userIDs, ensuring that you log off of all programs and computers when they are not in use and ensuring that you are creating strong passwords for all accounts and using encrypted communications, when necessary.

The post Compliance Check-in: Are you protecting your information? appeared first on Augusta Data Storage.

Many businesses maintain clean desk policies, operate secure document collection bins and have regular shredding services to ensure they keep a trackable chain of custody for any hard-copy information that is generated as a result of daily operations. Now that workers have shifted to remote working, implementing those security measures is increasingly hard.

For many workers who are used to filing and making notes on hardcopy reports, it might be tempting to print emails, working files and other records while you’re working from home and just toss them in your garbage can at the end of the day.  

It’s important to remember that paper records still pose a large threat for data breaches and, even though you are operating remotely, your company is still liable for maintaining the integrity of the information they manage. Here are a few things you can do while working from home to keep information safe.

Print Less

The easiest way to limit security risks of paper records is to simply create less of them. If possible, work as much with digital records on a secure device or restricted access server. The less hardcopy information you can create, the better.

DO NOT Toss Papers in Your Trash Can

The same rules should apply at home as in the office. If you are printing and handling personally identifiable information or other proprietary data, you wouldn’t simply toss them in the trash at work, and you shouldn’t do it at home either.

File Your Records, Even the Trash

If you’re already managing paper records at home, you likely have a filing system. Consider making a file called “For Destruction” and placing any documents you don’t need to save or archive into that file so that you can securely destroy them at a later date.

Securely Store Items for Destruction Later

Collect records in a secure location and either shred them at home, store them until you can deposit them into your company’s secure shred bins for service OR you are able to drop them at Augusta Data Storage to take advantage of our drop off secure shredding services.

While many businesses are in transition and trying their best to adapt to the new remote working setup, it’s important to keep information security top of mind. Even though people are not coming in and out of your home the way they might in an office, maintaining information security should still be top of mind for all employees.

The post Working from Home? Document Security Still Matters. appeared first on Augusta Data Storage.

Is your office equipped with space or security required to maintain privacy compliance? In this article, we’ll be talking about the risks you can avoid and the rewards you can achieve with Augusta Data Storage’s Hard Drive Shredding Solutions.

End-of-Life Devices & Risks

Windows 7 will only become more deprecated from here on out, presenting the perfect opportunity to upgrade those systems. If you decide to purchase all new hardware you may be wondering what to do with the previous equipment. 

Recycling, selling, converting for personal use? No matter the case you’ll want to pull those hard drives for safekeeping or wipe them all together. Unfortunately, both routes face their own set of issues, and even a wipe isn’t always an end-all solution.

Storing vs. Wiping, Are Either Enough?

If you decide to store your equipment and hard drives for safekeeping, you’ll need the appropriate space. Perhaps not much of an issue for some, although larger businesses might have more hardware than they know what to do with. Either way, you’ll be consuming space that could have been optimized for better use. 

Second, you’ll need to secure that space. It’s easy to stow company data and lose track of who’s been accessing it, and when. You may be surprised to learn that even a complete disk wipe can leave residual data behind. Eventually, you may find your information in the wrong hands, creating enormous financial and legal headaches. Identity theft, fraud, intelligence leaks and more. 

So, what can you do?

Destroy Information Securely

Have your electronic data destroyed professionally, and keep your peace of mind. Augusta Data Storage offers secure Hard Drive Shredding services to protect your information and your business. With NAID AAA Certified Hard Drive Destruction procedures, we eliminate the possibility of your end-of-life electronics posing any confidential risk. We offer environmentally friendly destruction solutions with secure, monitored chains of custody. After your information is destroyed in our Ameri-Shred Corp HDS-1000 Hard Drive Shredder, the components are recycled and you’re presented with a detailed Certificate of Destruction.

Got more than just hard drives? Our industry-leading facilities are equipped to handle the destruction of all your data devices:

• Hard Drives
• Solid State Drives
• Cell Phones
• CD’s
• CRT Devices
• And more!

Not to mention document destruction as well! Contact us to learn more about what devices we can handle.

We’ve Got Your Back

When you’re ready to get started, Augusta Data Storage will come right to you for pick-up. We take your equipment over to our secure on-site facilities for destruction, and you get the peace of mind knowing your electronic data is 100% protected. Don’t risk infringing on privacy legislation, make the right choice. Free your space and your mind, call Augusta Data Storage today.

The post Upgrading Your Systems? What Happens to Your Old Devices? appeared first on Augusta Data Storage.

We recognize that for those working to limit outside foot traffic an visitors in their office spaces, OR those who now find themselves working remotely as they adhere to social distancing guidelines, having hard-copy files delivered in person is not ideal.

In an effort to protect our staff and couriers as well as our clients, we are urging customers to take advantage of our scan-on-demand file access. This option allows digital access to the records stored in our facility without the need for us to bring physical files to your office.

This setup will become increasingly more important as businesses continue to shift to work-from-home setups over the course of the next few weeks. We are here to ensure that while your businesses works to maintain as many normal operating procedures as possible that you are able to access the information you need to make it happen.

How does it work?

Requesting files for scan on demand is simple. You can call us directly OR login to our client portal and request your file(s) for scan on demand delivery.

How do you ensure security of records delivered through scan on demand?

First and foremost, security of your information remains our top priority. Those requesting scan-on-demand file access MUST be listed on your company’s access e-forms and MUST use a company email (from your domain).

Scan-on-demand delivery will not be provided to those using non-company-specific email addresses.

Additionally, records will be delivered via encrypted email using SEND, Inc.

How does encrypted email delivery work?

If you need to request files for scan-on-demand delivery, we can help you set up an account on SEND, Inc. This platform offers two-factor authentication for access to the information we are sending over and boasts “military-grade encryption” that ensures only the recipient can receive the message.

Once your account is setup and you have requested your files for delivery, we will scan them into the encrypted email platform and deliver them to you. The two-factor authentication will be required to access the files attached to the email.

Changes to your business schedule?

If your business has regularly scheduled pick-up, delivery, or file/tape rotations and you have made adjustments to your facility access or work schedule OR if you have moved to a remote working situation and no one is present at your facility, please let us know so that we can adjust our schedules correctly.

We’re working to keep you working!

Our goal is to ensure that your transition into the “new normal” is as pain-free as possible. Our team is working to create solutions for access to your information as we all shift to remote or limited-contact work setups. If you have additional questions on the process for scan-on-demand retrieval access or our other services, please don’t hesitate to reach out to our team directly.

The post Scan on Demand Provides Contact-Free Access to Your Records appeared first on Augusta Data Storage.

As business cultures migrate towards paperless horizons, Document Conversion has quickly become an enormous task to handle independently. Managing massive record volumes while maintaining compliance and security may prove a daunting (and expensive) task, and as papers pile up, more and more organizations encourage outsourcing their Document Conversion process to trusted professionals just like Augusta Data Storage. With over 25 years of Record Management experience, we’ve seen first-hand how Document Conversion has reduced cost, increased efficiency, and improved security for countless companies in the Augusta area and beyond.

The Benefits of Going Digital

Professionals in fields such as health care, law, and finances rapidly build upon evergrowing archives of existing data, consuming physical space and labor. No matter the industry, both employees and customers benefit from the streamlined workflow and aegis Document Conversion provides. Paperless systems allow you to manage documents freely and securely with search tools and meta parsing, while enforcing security and compliance detached from human error. With reduced investments in equipment and real estate, Document Conversion rewards users with more time, focused labor, and sustainable savings.

Our Document Conversion Process

Augusta Data Storage offers bulk scanning solutions that securely convert documents of all kinds into easily manageable and accessible digital files. Now with OCR (Optical Character Recognition) services, converting hand-written content into searchable, editable documents easily consolidates the record management process for records such as Electronic Medical Files and Case Files. Whether you’re converting spreadsheets from this year or emails from over a decade ago, our monitored facilities are equipped to efficiently archive your documents and ensure their compatibility alongside your current management platform.

After scanning your files in bulk, we provide fully supported software that enables read-only access for searching, retrieving, printing, faxing, and emailing files directly from the drag-and-drop viewer. Augusta Data Storage’s supported file types include:

• ASCII
• HTML
• MS Rich Text
• MIME
• PDF
• TIFF
• JPEG
• GIF
• TXT
• And more

After conversion you can store the physical records in our restricted access storage facilities, or have them securely destroyed by our team of professionals.

For in-depth details on digital information security or archive storage requirements, we always recommend consulting with an information management expert in your industry.

What to Look for When Choosing Your Conversion Partner

When searching for a Document Conversion company, you’ll always want to shop around and make sure it’s a good fit for your organization. Here are a few tips and tricks for finding the perfect partner:

Security – Your chosen partner should offer generous security on and off-site with full HIPPA certification.

Quality – Review and sample the quality of their scans using your most popular file types.

Flexibility – Make sure they’re able to work within your business hours and management platforms.

Accessibility – Choose a partner that supports your management requests quickly and efficiently.

Could Document Conversion be an Asset to Your Industry?

In the age of technology, outsourcing your documents for digital conversion encourages remote collaboration, customer retention, and improved workflow. Enjoy peace of mind knowing your records are stored and managed in a secured, professional environment. Document Conversion doesn’t have to be a headache, but a freeing experience demonstrating the cultural evolution of your business.

The post Streamlining your Document Conversion process appeared first on Augusta Data Storage.

THE IMPACT OF DATA BREACHES

It’s no secret that a data breach can have lasting impacts on your business. In the first six months of 2019, there were 3,800 publicly disclosed data breaches that led to the exposure of 4.1 billion records. That number marks a 54% increase in the number of reported breaches from the first six months of 2018, and the threats continue to increase. By the later part of 2019 that number climbed to 7.9 billion exposed records, according to the RiskBased Data Breach QuickView Report 2019 Q3. 

From a business perspective, the impacts of a breach can far-reaching. The annual cost of a data breach report claims that, on average, a data breach costs $3.92 million, with the cost of a breach in the healthcare industry topping the list of industry-specific average costs at $6.45 million. 

Financial implications are only a small part of the impact. The business’s reputation often takes the hardest hit. According to a study by KPMG, 19% of consumers said they would completely stop shopping at a retailer after a breach, and 33% said they would take a break from shopping there for an extended period.

Discussed further below are some of the greatest threats to data security, and ways you can make sure they don’t compromise your privacy or that of your company.

Paper Records

A 2017 report found that over half of private consumer information that was stolen was accessed non-digitally, in the form of paper records. In bigger data breaches, even, physical theft was responsible for 1.4 million records being compromised. When storing paper records at home, you want to be sure to keep them organized out of sight so they can’t be easily accessed. It’s wise, too, to scale back on hardcopy records as best as you can across the board, going digital in as many ways as you are able. 

PROTECTING PAPER RECORDS

Getting rid of paper records on your own is tricky, as you risk missing documents and not destroying them effectively. Augusta Data Storage offers NAID AAA Certified secure and trusted shredding. Our process guarantees your information remains confidential through the end of it’s useful life. We also present you with a Certificate of Destruction for compliance purposes. 

GOING PAPER-LESS? AUGUSTA DATA STORAGE CAN HELP

If you’re looking to move away from the constant circulation of paper records and move to a more digital information management system, Augusta Data Storage can help. We offer document imaging and file conversion services to help you bulk-convert your active and archive records and move you seamlessly into digital record keeping. 

SECURE STORAGE FOR YOUR PAPER RECORDS

Augusta Data Storage also offers secure off-site storage for any active or archive records you may need storage for, prior to destruction. Documents stored on a business’ premises could be vulnerable to any number of unforeseeable circumstances, such as a fire, theft, or a flood. Our various safety features ensure that your records stay safe from human and environmental threats, keeping the integrity of your data intact. 

Digital Information

Though the majority of data breaches happen with paper records, still many breaches could be avoided by more effective destruction of hard-drives and other forms of digital storage. Similar to paper records, disposing of digital storage items on your own can be unsafe and often ineffective. For peace of mind, consider a professional electronics shredder, to ensure the complete destruction of the device and thus security of your information. Our Electronic Waste Solutions efficiently take care of your digital waste and recycle it afterward.

Protecting Your Digital Archives & Backups 

For many businesses, the protection of digital assets also means having fail-safes in place, in the event of a breach. Many experts recommend the 3-2-1-1 method; 3 Copies of your information, in 2 different formats, one to be located off-site and one offline. Our secure vault services offer a climate-controlled, restricted entry storage alternative for your off-site digital backups. 

As technology continues to become more intertwined with business and day-to-day life, data breach risk factors will continue to evolve. If your business manages any type of personally identifiable information, digital or hard copy, having a plan in place to maintain the integrity of that information is key. Augusta Storage is proud to offer a variety of Augusta-based options for information protection and destruction. If you’re interested in learning more, contact us today. 

The post Data Breaches Continue to Climb in 2019 appeared first on Augusta Data Storage.

2019 marked another year of exciting changes and growth for our organization! As we continue to expand our footprint for secure shredding services across the CSRA, we’re also working to improve our records management offerings and streamline our processes to lighten the load of those tasked with information security and management in our local market.

Annual Shredding Totals

In 12 short months we shredded over 866 TONS of paper. These totals represent secure shred pick-ups from our local customers, community shred events and drop-off shredding, and annual bulk purges.

That means that we were shredding and recycling an average of 72 Tons of paper each month. That’s a lot of shredding.

Secure Shredding + Recycling

Destruction of confidential records and materials is hugely important, and a single error can have far-reaching effects. It’s even been found that improper destruction of paper records is what most prominently leads to data breaches in hospitals and medical offices. Not only that, but it’s a thorough process that consumes a lot of time, which many organizations could spend on more productive tasks. Outsource to Augusta Data Storage and we provide a range of services to meet customers’ needs, whether that be shredding on-site at your business or organization or in our facility for drop-off. We offer complete security across all services, and recycle all shredded paper, reducing the impact of office waste.

Our Recycling Process

After all our paper pulp is shredded and baled, it is picked up by Georgia Pacific and is recycled to make new products, which allows us to create substantial environmental savings. These statistics represent the savings from recycling paper products, versus the use of raw materials for the production of new “virgin” paper products. Check out the infographic below for a run-down of our annual environmental savings!

E-Recycling

In addition to our paper and cardboard shredding and recycling programs, Augusta Data Storage is proud to offer a NAID AAA-Certified E-waste recycling program to help you manage the threat of lost or mishandled outdated electronic devices like laptops, tablets, smartphones and more. We can securely destroy your hard drives and ensure that the parts and pieces are processed for recycling to avoid environmental hazards.

The post Our 2019 Environmental Savings Report appeared first on Augusta Data Storage.

Plan for Digital Conversion

If your business is heavily reliant on paper, planning to convert to digital information management can seem daunting. Plan ahead, know what needs to be converted and consider things like

• Prioritizing document conversion based on the order of importance or regularity of use
• Creating a digital filing and archiving system before you start file conversion so that you can implement it immediately
• Find a trusted vendor like Augusta Data Storage to help you manage and expedite the scanning and imaging process.

Plan for Secure Storage and Destruction

Once your files are converted, it’s important to have a plan in place for how you will handle the hardcopy records. Depending on your internal processes and industry-specific requirements, you will either want to make arrangements to store the paper records as archives until they meet the requirements of your retention schedules, or make plans to securely destroy them.

Augusta Data Storage offers comprehensive records management solutions that pair our off-site storage solutions with digital management of your retention schedules and in-house purge shredding options. 

Know the Costs Associated with a “Paperless Office”

When you’re making any major change in your business operations, it’s important to weigh the various costs. These costs don’t just include the initial file conversion, but also the additional costs incurred over the longterm. Here are a few things to consider

• Cost of the initial file conversion project
• Cost of secure bulk-destruction
• Cost of on-site or off-site storage of hardcopy records
• Cost of digital storage (cloud-based or other)
• Cost of redundant or layered information back-up solutions
• Consider the costs associated with information breaches
• Cost of training and updating operational procedures to include digital information management best practices

Know the Risks

Any time you are looking to make a change to the way your business operates, it’s important to know the risk factors. As we venture further into the information age, the risk factors for mismanaged digital information continue to evolve. Be sure to stay on top of industry trends, growing risk factors, and best practices for combating those risks. 

Be Realistic 

If you are serious about creating a paperless office it’s important to be realistic about the full scope of the project. Converting to digital information management is a long process with various parts and pieces to be planned and implemented. Give yourself plenty of time to do the planning and prep work to ensure that mistakes and roadblocks are minimized. 

While paperless offices can be more efficient once they are in place, it’s important to make sure that the establishment of your internal systems is done correctly. It’s much easier to do it right from the start than to stop and rework your systems each time a problem arises.

Create a “Green” Office Plan

Despite your best efforts, you can never truly eliminate paper from your office. However, if “green” business practices are a top priority for your business in 2020, focusing on creating less paper by managing as much information and communication in digital format as possible, is a great start!

When you do create paper waste, having a local partner like Augusta Data Storage to help you handle the secure destruction and recycling of your paper waste is another great way to ensure that your footprint is a little smaller in the new year! 

If you are interested in learning more about any of our records management services or how we can partner with you as you work to move into a digital information management system in the new year, we’d love to connect.

The post 6 Tips for a “Paperless Office” in 2020 appeared first on Augusta Data Storage.

Convert hard copies to digital archives

Nearly all businesses these days are working their way to a fully digital archive system. In the healthcare field especially, medical offices are more and more relying solely on electronic medical records (EMRs). The conversion offers a variety of benefits for any business, streamlining organization and ensure information security. However, the process can be slow and difficult, particularly for businesses with years of stockpiled records.

Outsourcing the task of scanning your records into digital copies to a reliable data management company makes it so your business can move forward with a digital archive system quickly and efficiently while following best industry practices. With professional scanning and imaging services, your office can have a digital filing system up in no time, without the busy work of scanning each individual document yourself.

Stop bogging down internal systems

One of the most significant ways scanning and imaging services can help out your business is by freeing up physical space around the office, as well as the mental space of your employees. 

Trying to maintain a paper-based filing system will leave your office endlessly disorganized and cramped, as important documents continue to pile up. Not only will you always be looking for more space and a better organization system, but you’ll be putting confidential client information at risk. Meanwhile, your employees remain distracted by proper filing practices and the threat of potential security breaches.

Scanning and imaging services are the key to reducing these stressors around the office, as the conversion of paper documents to online records leaves the office feeling more open, organized, and efficient, while allowing employees to do their best work, focused on their own responsibilities.

Optimize filings for sorting and indexing 

Tracking down a specific file in a mess of paper records can be a nightmare, especially for businesses with years of backlog. With so many records to go through and constantly changing organization systems, recovering documents amounts to a huge waste of time in the office. 

Converting these hard copy documents to a digital system through scanning and imaging services leaves your office with a streamlined document filing system. Records stay neat, organized, and easily accessible, as any record can be tracked down in minutes. As an added bonus, digital file systems also benefit from the use of optical character recognition (OCR). With OCR, not only can the digital database be searched for a specific document, but any scanned document or photo can also be searched for specific words or phrases. 

Create a digital archive backup system for your paper records

Digital archives are good for more than just replacing your old hard copy filing system. Through scanning and imaging services, they also offer a secure and convenient backup solution in case of an emergency. With the ever-present risk of a flood or a fire compromising important records, a digital archive system in addition to your hard copy files can give you and your clients peace of mind, knowing any record can be recovered, even in the event of a disaster. These days, security specialists recommend having a layered backup system, involving your on-site servers, an off-site, cloud-based system, and a third off-site, offline location, an option Augusta Data Storage offers.

Keep potential audits or legal cases simple

Should your business become involved in an audit or legal case, you’ll need fast access to a large volume of records, in order to help things run smoothly, without impeding the investigation. Rifling through a paper filing system would require all hands on deck, taking valuable time and energy away from client services. Developing a digital database of records using scanning and imaging services makes it easy to find any records an auditor requests fast with a neatly organized system of searchable documents. 

Need information, but don’t know where to find it? Rather than having to carefully read each record, OCR capabilities make it so that even scanned documents and photos can be searched for words or phrases, making it easy to quickly find what you’re looking for. If the records you need to comb for information only exist in a paper format, our scanning services offer quick file conversion, so that these files are just as easy to sort and search using OCR. 

Ways Augusta Data Storage Can Help 

Whichever benefit meets your business’s needs, Augusta Data Storage provides a variety of services to help your office make the switch to an easier and more efficient digital document management system. Our years of experience and best industry practices can efficiently expedite digital imaging processes, so your business is reaping the benefits of your new system in no time. 

Scanning

Augusta Data Storage offers both digital scanning and archiving technologies. With these services, your business will always have quick and easy access to records without sacrificing any security. Allow our team to transfer your records to digital files using our bulk scanning service, able to carefully handle a variety of project sizes, no matter how far into the past your records stretch back. Our scanning services are efficient, quickly creating a digital archive compatible with your chosen records management processes, so that information can be located and accessed in a flash. As a bonus, Augusta Data Storage also offers wide-format scanning solutions for large documents like blueprints and technical drawings that produce high-resolution digital images of your items, after which the originals will be returned to you. 

File conversion

The file conversion process at Augusta Data Storage makes safekeeping files through additional digital storage a no-brainer. Regardless of the number of records your business provides, we can convert each backfile into a digital version, able to be archived on internal systems or in the cloud for safe and permanent access, leaving your office with a system of digital archives, easy to organize and maintain. While your employees get back to their main responsibilities, Augusta Data Storage will handle:

• Document pickup and delivery
• File organization and prep
• Document scanning
• File indexing
• Optical character recognition (OCR)
• Image database management
• Documents archived on hard drive or other media backup devices
• Storage for your original paper records
• Climate controlled storage for backups of your electronic media
• Purge destruction of original paper documents

OCR capabilities

Businesses looking to scan their paper documents can simultaneously benefit from our OCR services, in which scanned and digitized records of any kind, including pictures, can be easily searched for information, just as you would a word document or a web page. OCR significantly improves the speed and accuracy of data entry, while also offering editing capabilities, meaning revisions can be made to any archived document, including:

• Invoices
• Tax and financial records
• Legal filings
• Business records
• Personnel files
• Client records
• Patient records
• Contracts and proposals
• And more

No matter how long your business has been in operation, scanning and imaging services from a professional data management company can make the transition into a paperless system easy. Contact one of our account managers today to learn more about the tools we have developed to help you manage your Records Information Management processes.

The post How can scanning and imaging services help my business? appeared first on Augusta Data Storage.