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.

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!

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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!

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What about the data you access every day? When your information and data is active, or live, it is more susceptible to leaks and breaches. Taking the appropriate steps to continuously protect your data can be the difference between running a smooth operation and spending your time battling a costly data mishap that could affect you and your clients.

The Cost of a Data Breach

The 2018 IBM Cost of a Data Breach report stated that the average cost of a data breach can be upwards of $3.8M, this is up 6.4% from 2017. IBM also cited an average cost of $148 per stolen record.

Improving Data Security

Making security precautions to protect your data is always cheaper than the cost of a breach and the associated aftermath. If you’re wondering what steps your business can take to protect confidential and personally identifiable information, Security Magazine offers up 9 elements to building strong corporate data security policies.

They differentiate data privacy, the appropriate use of data, and data security, maintaining the confidentiality and integrity of data, and highlight some of the key steps businesses can take to ensure that they are maintaining effective data security, which, in turn, feeds data privacy.

Their list aligns with some of our previous comments regarding the importance of establishing and maintaining your policies, properly communicating information security processes and educating your employees.

Additionally, they highlighted compliance with laws and industry-specific regulations, which is where working with a certified service provider like Augusta Data Storage provides great benefits. Our facilities and processes face planned and unplanned audits throughout the year, all designed to ensure that you’re the security of your information is maintained.

For the full list of tips on managing digital and hard copy information, check out their full article here.

If you’re looking for a trusted local partner to help with your records management programs and information security, Augusta Data Storage has over 25 years of experience serving a variety of business across the CSRA and beyond.  Contact us today to learn more!

The post Beat the Breach: Protecting Your Corporate Data appeared first on Augusta Data Storage.

From managing personal records via the computer to maintaining paper files, understanding the risks and working every day to prevent accidental breaches is key to a successful information security process.

While there are many aspects of your business that require your attention every day, it’s important to remember that information security or the lack of security, can have a lasting impact on your business. There are many small steps you can take each day to make sure that you are keeping security top-of-mind.

A security breach doesn’t have to involve a malicious hacking attempt or a complex phishing scam. We’re outlining some of the most common information security threats that can be found in offices every day.

DIGITAL THREATS:

• UNLOCKED DEVICES:
  In today’s ultra-digital business landscape, there seem to be an infinite number of devices that you can use to host, check, search, and store information. It’s important to make sure that any devices that might use or store proprietary or personally identifying information have a layer of security, such as passwords, pin numbers, or encryption to help protect the information.

• END-OF-LIFE DEVICES:
  It seems strange to say that your old devices can pose a threat, but many offices have storage areas with stacks of old or outdated laptops that, in the wrong hands, could still allow someone access to secure information. Make sure that you are safely and securely destroying your outdated electronic devices.

• EMAIL:
  Staying up-to-date on the latest email phishing scams, viruses and hacking attempts will help ensure that your employees and staff are staying vigilant in monitoring the security of your digital information.

THREATS TO PAPER RECORDS:

• OPEN FILE STORAGE:
  Many offices have open file storage, either in organizers on desks or in unlocked drawers. While it allows for easier access during the work day, it also means the files are easier to access if left unattended. Make sure to take extra precautions to lock up paper files and records when you are away from your desk or out of the office.

• PAPER WASTE BINS:
  When you are done with your papers, it’s easy to just toss them into the recycling bin, but the same concept applies here as it did to unlocked drawers. If the items are not secure, it’s very easy for records to fall into the wrong hands. Make sure that your recycling containers or shred collection bins have locks on them.

• FAX MACHINES AND PRINTER TRAYS:
  When you print documents or receive faxes on a common office printer or fax machine, it’s easy to get distracted on the way to the output tray, which means your papers are left unattended at the end of the machine.

OTHER THREATS:

• NO PROCESSES:
  One of the easiest ways to resolve information security threats is to create an information security protocol that outlines what information should be kept secure and the appropriate steps to take to secure information.

• NO MONITORING:
  If you are not monitoring the implementation of your information security protocol and making it a priority, it will be easy for employees to brush it off as an afterthought. Make information security a priority and work to enforces guidelines to help protect your digital and hard-copy information.

• NO SECURE STORAGE
  For many offices, extra storage space can be hard to come by. If a lack of storage means that you are not keeping your records secure, consider using a third-party record storage facility, like Augusta Data Storage.

• NO SECURE DESTRUCTION:
  Having a destruction plan for your information, both paper and digital is important. If your business is just tossing records into the trash or stacking up old computers, tablets, and other devices into a storage closet, contact Augusta Data Storage to see how we can partner with you to develop a regular destruction schedule or assist with a one-time destruction purge of your records and outdated-digital devices.

The post Information Security Threats Likely Happening in Your Office appeared first on Augusta Data Storage.

That’s right, our NAID AAA Certification requires us to keep information security top-of-mind in our organization, each and every day.

WHAT IS NAID?

The National Association for Information Destruction, NAID for short, is the international trade association for those organizations providing information destruction services. Their mission is to help promote the information destruction industry as well as the standards and ethics of its member companies. This organization developed and maintains the AAA certification process through a series of scheduled and unannounced audits of its members throughout the year.

Since September of 2009, Augusta Data Storage has been a NAID AAA certified service provider for secure document destruction, and in October 2016, we received the same certification for our hard-drive destruction processes.

THE NAID CERTIFICATION PROCESS:

These certifications come with a strict set of rules and requirements for various parts of our process and facility, from screening employees to maintaining restricted facility access, installing closed caption surveillance systems, documenting the destruction and more. When an audit takes place, whether announced or unannounced, there is a list of over 50 items that will be monitored to ensure the highest level of security is maintained within our operations.

Here is a snapshot of some of the items that make this certification process so robust:

EMPLOYEE REQUIREMENTS

• Employees handling records or hard drives for destruction must have an up-to-date employment history
• On-going drug screening and criminal background checks

OPERATIONAL SECURITY

• In-depth policies and procedures manuals for our destruction processes are required
• Employees must be trained on NAID-AAA compliant procedures for destruction and information handling
• Proof of destruction documents must be provided to all customers
• All collected materials must be protected from loss due to tipping, wind, or other weather conditions.
• Facility visitors must ALWAYS check-in and receive a visitors badge and be escorted by an Access Employee at all times.
• Items waiting for destruction must be kept in a designated secure, restricted access area.
• Monitored Alarm System on required destruction facilities.
• Closed Caption Surveillance with a backlog of 90 days of footage is required

THE DESTRUCTION PROCESS

• There are strict requirements for the final shredded size of paper going through our shred plants and mobile operations
• For hard-drives and digital media, specific information must be tracked and reported to the customer for proof of destruction
• Agreements for Reasonable Disposal of the Materials
• Transfer of Custody Documentation

 
COMPANY REQUIREMENTS

• Business License
• Proof of General Liability Insurance

WHY IS THIS CERTIFICATION IMPORTANT?

Apart from providing additional layers of security for your information throughout the destruction process, the NAID AAA certification process is specifically designed to meet a variety of the requirements outlined in the numerous laws and regulations developed to protect confidential customer and consumer information. These laws include:

• FACTA Final Disposal Rule requires the destruction of all consumer information before it is discarded. Covered entities must monitor compliance of any organization contracted to destroy consumer records.
• The FACTA Red Flags Rule requires audits of data-related vendors with access to personal information of customers.
• Under HIPAA, covered entities may be subject to civil penalties for misconduct of its business associates that lead to a security breach. Working with a NAID certified vendor reduces the risk.
• Business associates of covered entities must comply with technical, administrative and physical safeguard requirements under the HIPAA Security Rule. For more information on HIPAA, see “Common misconceptions about HIPAA and data destruction.”
• The media destruction specifications of PCI compliance require the following, all of which NAID certification requires and verifies:
  • 9.10.1.a: Verify that hard copy materials are crosscut shredded, incinerated or pulped such that there is reasonable assurance the hard copy materials cannot be reconstructed.
  • 9.10.1.b: Examine storage containers used for information to be destroyed to verify the containers are secured. For example, verify that a to-be-shred container has a lock preventing access to its contents.
  • 9.10.2: Verify that cardholder data on electronic media is rendered unrecoverable via a secure wipe program in accordance with industry-accepted standards for secure deletion or otherwise physically destroying the media (e.g., degaussing).

[ Information provided by the National Association for Information Destruction ]

ENSURING CONTINUED SECURITY OF YOUR INFORMATION

The security of your information, whether paper or digital, should be a high priority for any business, especially in today’s world of increased data security threats. One of the best ways you can ensure that your information is safe is to work with third-party vendors who maintain the same belief in the value of securing information as you do.

As a long-standing member of NAID and a AAA Certified member, Augusta Data Storage recognizes the importance of maintaining the security of your information throughout the lifecycle of your paper and digital records. Our operation is designed to ensure that your records stay secure until they are completely destroyed, according to industry standards. Our employees are uniformed, trained, and insured to provide the maximum level of security and service when handling your confidential records.

If you are interested in learning more about our organization or how our secure destruction process can help you, contact us today.

The post Take a Look Inside the NAID AAA Certification Process appeared first on Augusta Data Storage.

While mistakes happen, it’s important to make sure that you have systems in place to try to catch errors before they become a major headache for your business records. One of the easiest ways to stay on top of this is to adopt a scheduled secure shredding program. If you’re wondering how this might benefit you, here are 5 benefits that will help protect your patients and clients, and your business as a whole:

Protect Information

It’s no secret that one of the biggest benefits of any type of shredding is that it protects information all the way to the end of its useful life. However, secure shredding services take extra steps to ensure that your information is protected throughout the process. Items are collected in locked containers until the time of the scheduled service, and then are shredded in a locked mobile shred truck or in a secure shred facility. This limits the number of people with direct access to the information, which provides an extra layer of protection during the destruction process.

Save Time

Shredding paper records is a non-negotiable these days, but papers often pile up because of the time it would take an administrative employee to run them through a small desktop shredder. Secure shredding solutions allow for large batch shredding, all at once, and a scheduled service means that your files are routinely shredded and don’t pile up over long periods of time.

Routine Destruction

As we mentioned above, scheduled shredding allows you to regularly schedule the destruction of your items; this means you will be able to track when items are destructed and can rest assured that documents and records aren’t left lying around to create a potential information security risk.

Record of Destruction

In addition to routine maintenance, secure shredding services often come with a record of destruction, which includes the date and time of the service so that you have record of the security measures you take to protect the information of your patients and customers.

Protect the Environment

Finally, a benefit we are particularly proud of at Augusta Data Storage, all paper collected and shredded through our mobile and plant based shredding units is baled and recycled in Georgia. In 2017 alone, we collected, shredded and recycled over 385 TONS of paper, creating some pretty significant environmental savings.

As data and information security continues to be a hot topic, finding simple solutions to help manage that security should be a priority for any organizations that don’t have a destruction plan in place. Whether you need to destroy old paper records or need solutions for your digital devices that contain secure information, Augusta Data Storage is here to help. Contact us today to see how we can customize our secure document shredding and e-waste solutions to meet the unique needs of you and your business.

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Data breach threats continue to rise, what are you doing to protect your information?

Information security continues to grow in complexity. It’s not just about protecting your paper records, or your active files online, it also means taking precautions when it comes to how you archive information physically and digitally, and what processes you have in place to destroy out-dated and unneeded information once you’re finished with it. From hacking and phishing to dumpster diving, the number of threats that could lead to a data breach continue to increase. If you’re wondering what steps you can, and should, take to help strengthen the security of your information, here are four simple things you can do.

5 Easy Ways to Protect Your Information from a  Data Breach

1. Protect your Active Digital Assets: A lot of information exists in digital form today, make sure you are doing everything you can to protect your proprietary information from a breach by doing things like creating secure networks with login access, creating strong passwords, and staying up to date on potential threats like phishing scams and other malware that could damage your systems.
2. Protect your Active Paper Assets: While there are many digital records out there, paper is still a big player especially in financial, health care, and legal offices, and even HR departments inside many small businesses. Make sure that you have secure storage location for these items and a system in place to ensure they are securely destroyed if you no longer need them.
3. Find Secure Storage for Archived Records: Not all of your records need to be touched and used every day, but many industries mandate that you keep certain records on file for a number of years. If you have cabinets full of information that is not being monitored or maintained, those records can easily end up in the wrong hands. Consider secure off-site records storage, or at the very least, create a secure space in your facility for archiving older records.
4. Securely Destroy Out-Dated Digital Devices: Even digital devices that have been “cleaned” can still have traces of information that hackers can retrieve if they have the right tools and knowledge. The best way to protect your digital assets when you are ready to upgrade your technology is to destroy the hard-drives, tablets, cell phones and other devices that can store information.
5. Schedule Record Purges at Regular Intervals: If you maintain paper records you should have a system in place to purge records as they become outdated or are no longer needed. Whether you do this annually, or ever 2 years, make sure that you outline the process for preparing records for purging and that you are working a secure shredding service provider who can help you document your purges for your records.

For many businesses, information security is often an after-thought. Putting simple systems into place now will help create additional barriers of security as these threats continue to grow. Augusta Data Storage is your local resource for Records Management, Secure Shredding, and Electronic Waste Destruction in Augusta, Evans, North Augusta, Aiken, and more. Contact us today to see how we can help you keep your information safe!

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In a recent blog from NAID (National Association for Information Destruction), CEO Bob Johnson takes a closer look at this question. He points to their book Information Disposition as a great reference on how to determine the ins and outs of your records management program, and the article speaks specifically to determining whether or not information is sensitive enough to require regular shredding services. “…when designing an information disposition program, organizations should be mindful to comprehensively account for all potential sources and types of information including memos, duplicate or flawed forms, or even a casual planning note jotted in haste, regardless of whether that information is recorded on paper, computer, a removable solid state flash drives, email, or magnetic tape.” Meaning that even notes or copies of emails and correspondence that are not filed or archived, should be handled with the same level of security as those items that you file in a locked cabinet and shred at the end of every year. Luckily, a records management company like Augusta Data Storage is your one-stop-shop for all things records management, so we’re going to take a closer look at each of these destruction options and their benefits.

Annual Purges

Annual or semi-annual purge projects are often a key component of any record retention policy. This one-time secure shredding project occurs when you are removing outdated files from your archives or if you have a large assortment of outdated files that you need to dispose of. Many of our clients have purge projects when they relocate OR at the end of the fiscal year, or tax season, as these are often times that require you to sort through and organize a large collection of your files at once.

What Happens During an Annual Purge?

• Records are removed from archives or records storage, based on pre-determined factors (such as date, record type, past customers, etc)
• Records are sorted and prepared for destruction (removed from binders, large clips removed, etc)
• Records are destructed on-site via our mobile shredding units OR transported back to our secure shred facility where they are shredded
• Customers are then presented with a certificate of destruction with a list of items destroyed and a date of destruction for their records.

Scheduled Shredding

Scheduled shredding is the safest way to ensure timely destruction of your items. While annual purge projects are often necessary for most companies, scheduled shredding ensures that day to day paper waste does not create additional threats to information security. Scheduled shredding service is completely customizable, from the size of your collection containers, to the frequency of pick-ups.

How does Scheduled Shredding work?

• Customers receive secure collection containers from Augusta Data Storage to place in various locations around their facility.
• Based on a pre-determined schedule, our mobile shred truck will visit your facility weekly, bi-weekly, monthly, or on an as-needed basis, to empty your containers
• The containers are emptied into our mobile shredding truck and the documents are shredded on site.
• Once the items are destroyed, the customer is presented with a certificate of destruction for their records.
• Shredded paper pulp is then returned to our shred facility, baled and recycled to reduce the impact of office waste on the environment.

Developing an effective plan to manage your information security can be time consuming up-front but invaluable in the long run. There are tons of options out there when it comes to finding a solution for records management. Augusta Data Storage has been the leading local service provider for Augusta based businesses for 25 years. As our local market area has grown and the needs of information management have changed, we have continued to develop our business to speak to the needs of our customers. Whether you’re planning a one-time purge of out dated records or looking to develop routine shredding services, we would love to talk with you to help you develop a plan of action that best meets your needs.

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Our customers have the convenience of scheduling shred pick-ups on a customized schedule, designed to fit their specific needs. When our truck arrives, containers are collected and the documents are shredded in our secure mobile-shredding unit.

Once the truck is full, it returns to our warehouse, right here in Augusta, GA, where the shredded paper is mixed, processed, and compressed, with thousands of other documents, adding another layer of security to the process. The shredded paper is then bailed and recycled, an added benefit that helps to keep your private information and the environment safe!

Interested in learning more about how we can create a custom shredding program to fit your needs? Give us a call at 706.793.0186 or visit us online to learn more!

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The Benefits of Shredding with Augusta Data Storage:

Secure document shredding and disposal is a must in todays world. Sensitive business and personal matters must be safely stored, while needed, and safely disposed of for your security. Whether you have overflowing filing cabinets or you are relocating your office, the only method of guaranteed security is through professional document shredding.

Although you can buy a personal document shredder, they do not provide an effective means for destruction. Not only are documents often missed, but there is no tracking system in place to record what information was shredded and when it was completed. Additionally, a traditional office shredder can only accept so many sheets of paper before it jams and breaks down.

Outsourcing your document shredding needs to an experienced company will allow you to focus on more productive tasks, saving your company time and money. Augusta Data Storage provides on-site shredding with our mobile shredding  service. Our shred trucks will service your business on a regular schedule and provide you the security needed in the disposal of your sensitive materials.

If you would like more information on our mobile shredding service, give us a call at 706.793.0186 or visit us online at www.augustadatastorage.com

The post Tip Tuesdays: The Benefits of Shredding with Augusta Data Storage appeared first on Augusta Data Storage.

All of the paper material we collect is securely shredded through one of our NAID AAA shredding processes, either mobile or plant-based. After the material is shredded, it is then recycled to make new consumer goods, reducing the impact of waste on the environment. During the last week we have shredded over 19 Tons of paper material. Wondering what that looks like in environmental savings? Check out some stats below:

We’d like to send a huge thank you to all those who reach out to us year-round to provide a safe and environmentally friendly option for paper and other waste, including the Cleveland Group CPAs and the Columbia County Recycling Centers. Thanks to you we have been able to make a notable difference in the environmental impact our local area has through daily consumption of paper goods.

The post Community Shred Day Results : May 2016 appeared first on Augusta Data Storage.

Ellefson Transportation Group sponsored this month’s Women in Business Luncheon and a talk on Identity Theft Protection and Prevention. A few of our team members had the opportunity to attend the event. Pictured (LtoR): Anita Ellefson, Brian Ellefson, Stephen Hamrick, Bridgett Summerour, Scott Creswell

One topic of interest was the discussion on the growing trend of child identity theft. Since children are less active, financially, they are prime targets for those looking to use and abuse false identities to commit health care, federal assistance, and financial fraud. A study of 2015 fraud cases saw a marked increase in identity theft, with over 13.1 consumers falling victim to identity theft practices. Of all the possible victims out there, children are 51% more likely to be victims of identity theft. Why?

“Children are primary targets of identity theft because of their clean record,” wrote Kate Williams, director of research for consumer advocacy group Consumer Affairs. “Online and familial thieves can use a child’s Social Security number (SSN) to start a credit history that will devastate the child when she gets older and tries to apply for credit cards, get a job or even get a driver’s license.”

At Tuesday’s event Kathy discussed a few of the warning signs of child identity theft and what steps you can take if you believe your child’s identity has been stolen, as noted in this article by the Federal Trade Commission. Being on the look out for suspicious activities and warning signs are key to keeping your child’s identity safe. Here are a few of the warning signs you should be aware of:

• be turned down for government benefits because the benefits are being paid to another account using your child’s Social Security number
• get a notice from the IRS saying the child didn’t pay income taxes, or that the child’s Social Security number was used on another tax return
• get collection calls or bills for products or services you didn’t receive

If you’re wondering what additional steps you can take, to protect personal and proprietary information, we can help! Did you know that Augusta Data Storage accepts and shreds consumer documents and e-scrap? That’s right! Our secure destruction services are not restricted to local businesses and medical facilities. We want to make sure you have all the tools available to help protect your identity and the identities of those around you. Call us today to find out more about our drop-off shredding service for your personal documents and electronic waste!

The post Women in Business: Identity Theft Prevention and Protection appeared first on Augusta Data Storage.

DOCUMENT POLICIES ARE NOT A CHOICE

Creating a document policy isn’t just a protective measure, having one in place is required by law. The FACTA Disposal Rule, GLB Safeguards Rule, and HIPPA all require document policies to be in place for those handling sensitive information. There are many resources out there that can help you create a document policy for your business, including ARMA’s “The Principles” and the NAID compliance Toolkit, a program we have in place at Augusta Data Storage to help you develop document policies. Regardless of the tools you use to develop your policy, having one in place is a must. If you’re wondering what you might need to include, here are a few “must-haves,” as listed in the NFIB Small Business Guide to Document Retention. This list of items and ideas will give you a great jumping off point for developing your document policies and outlining not only how you will dispose of old documents, but how you will save, store, and protect the documents you do keep on hand.

Identify the Types of Records your Document Policy will Focus on

Before you decide how to properly manage your records, you need to know what kinds of records your company deals with day-to-day. This requires a thorough evaluation of the entire office, including individual PCs, the company’s computer network, and any records being stored by remote employees.

You should be looking not only in a variety of places, but for a variety of file types, such as data files, word processing files, emails, and images. Once this data has been gathered, it’s time to categorize, compiling records of a similar nature. Categories commonly refer to the type of document, the information it holds, or its relevance to current company business, such as:

• Historical and current
• Temporary and permanent
• Clients, customers, and vendors
• Full-time and part-time employees
• Finance
• Intellectual property
• E-mails
• Legal or regulatory requirements

Knowing what types of documents your office most commonly produces will help you decide which management policies work best for securely maintaining your records.

Decide How Long your Document Policy will Keep Records

CREATE A DOCUMENT RETENTION SCHEDULE

To avoid any serious legal ramifications or security risks, establishing a document retention schedule is of the utmost importance. This schedule should cover maintenance, archiving, and destruction, helping you decide how long documents should be kept and making sure everyone in the office sticks to the same timeline. 

The best document retention schedule balances a document’s required retention period with its usefulness for the company. That way, you won’t keep anything longer or shorter than necessary, minimizing the risk of any legal issues or security breaches. Once you no longer need a confidential document for company business and its retention period is over, it should be shredded by a third party professional, rather than stored, to prevent any issues down the road.

WHO CAN YOU TRUST TO CREATE RETENTION SCHEDULES?

If you allow department heads to create their own retention schedules, be sure the task is handled by someone you trust to follow every guideline. Afterward, have your office’s legal or policy compliance counsel approve the end result. 

Most importantly, stay on top of document retention requirements, as every federal agency has its own rules, and they’re constantly changing. Make sure your employees are organized and updated to keep your business in the clear. 

Decide how you will Store all Documents

Figuring out what storage system works best for your company fully depends on the personal needs of your business and employees. Developing both a long and short term storage plan will keep the office running smoothly, while documents stay secure and organized.

CREATE A SHORT TERM STORAGE PLAN

Short term storage needs can vary for every department and individual, so it’s important to analyze what’s necessary at every level when mapping out the best system for your office.

ASSESS DEPARTMENT STORAGE NEEDS

Determine how much storage each department will need, allowing for plenty of extra space, as documents always accumulate more quickly than expected. Departments that share a large number of documents among different employees will likely need a number of shared file cabinets. When it comes to predicting how much space the office will need, invest in the larger option. That way, your company won’t have to work in a cramped system that requires constant reorganizing.

PROVIDE DOCUMENT STORAGE FOR EACH EMPLOYEE

Once you’ve taken care of storage needs on the department level, take a similar look at storage on the employee level. To avoid a mess of exposed documents on each employee’s desk, ensure all employees have access to a lockable cabinet or set of drawers for files they work with regularly and need to store close by. This way, they can responsibly keep sensitive documents safe and out of sight when not in use.

USE SECURE CONSOLES

Once a department is done with a confidential document and its retention period ends, it only poses a risk to the company, taking up space as it waits for its shredding date. Secure consoles provide a safe way for employees to dispose of documents, as they’re kept locked away until they can be properly destroyed. Placing these consoles in high-traffic areas throughout your office will keep your storage system tidy and confidential.

OPTIMIZE YOUR LONG TERM STORAGE NEEDS

DEVELOP A FILE NAMING SYSTEM

Establishing a simple, consistent file naming system for use throughout the office is especially important for records in long-term storage. With an effective file naming system, employees will be able to efficiently pull a document out of storage, no matter how long it’s been inactive. Each storage labeling system should be clear and individual to your business’s needs, so that long term archived records are easy to uncover.

CONSIDER OFF-SITE STORAGE OPTIONS

If your company seems to always have a growing amount of documents that aren’t going anywhere anytime soon, you may want to consider off-site storage for your long term records needs. Rather than buying an endless amount of file cabinets prone to mess, off-site storage facilities offer climate-controlled, highly secure document storage that will put your mind at ease and keep your office space neat.

Decide How your Documents Should be Destroyed

Once you have a schedule establishing when your company’s documents should be destroyed, you have to determine how that destruction is going to happen in a way that’s secure and efficient. Shredding is known to be the safest form of document destruction when outsourced to a professional media destruction company, as these companies have the technology to shred documents well beyond any possible reconstruction. As well, a professional service can provide you with an official Certificate of Destruction, promising that your documents have been completely and securely destroyed. 

Outsourcing this responsibility to a professional company ensures your documents stay securely handled under the best practices until their final point of destruction. Not having to worry about this process, your employees will be able to focus on their own workloads. You can even adopt a shred-all policy for your office, so that documents not in need of storage can be disposed of immediately, freeing up much-needed space.

Determine how your Document Retention Policy will be Enforced

SPREAD THE WORD

Before you can enforce your document retention policy throughout the office, your employees have to know exactly what that policy is. Making sure everyone in the office is on the same page is the first step toward secure and consistent records management.

After you’ve announced the new policy to the office as a whole, organize smaller training sessions, so that workers can further understand the processes in general, as well as how they specifically apply to their departments.

ESTABLISH TEAM LEADERS

Delegating to team leaders, such as department heads, will help ensure thorough dissemination of information throughout the office. Each employee will have someone they can refer to for questions or issues, and each department will have someone making sure employees stick with the policy. After training, these team leaders can keep lanes of communication open as your office adjusts to the new system, encouraging a smooth transition.

POST REMINDERS

With so much new information, it may take a while for the office to internalize every process, and that’s okay. Until then, hanging up convenient, helpful reminders is an easy way to keep things running smoothly. Post flyers with important tips to remember where employees will need them most, such as by file cabinets and recycling bins. That way employees can efficiently follow through with processes without always having to look up a guideline.

Employees unaware of their own mistakes are a common cause of system breach, so keep those in your office accountable and consistent. Make sure employees know how important it is for them to adhere to these guidelines. Meanwhile, stay committed to enforcing the new system until your office is a well-oiled machine.

Determine How you will Evaluate the Effectiveness of your Document Policies

No matter how much time and energy you put into designing your records management policies, you may discover that your processes aren’t effective in practice. Establishing a periodic review process will enable you to regularly evaluate your office’s day-to-day records management practices to stay efficient and up-to-date.

SET DATES AND ESTABLISH A TEAM

To be sure your business handles assessment regularly and thoroughly, recurring evaluation dates should be officially established throughout the office. As an important step in maintaining your records management policies, these responsibilities should be carefully delegated to a team of workers with the necessary time and care. Beyond conducting internal assessment, they should also monitor any external changes that might affect policy or trigger the need for an update, such as new legislative regulations, industry changes, or machinery innovation. 

CONDUCT PERFORMANCE REVIEWS

Conducting performance reports will allow you to take note of how your organization manages each specific process through focused evaluations. These reviews can then also be used to show regulating authorities that each aspect of your business is in compliance with their policies.

GATHER FEEDBACK FROM EMPLOYEES

Feedback from employees at every level is another effective form of evaluation, especially when it comes to the practical application of your processes. While an open communication system will encourage employees to speak up, discussion times should still be scheduled as a formal platform for sharing ideas on specific topics. Meanwhile, team leaders have an opportunity to discover how well their staff really knows each policy.

NEXT STEPS

Once you are able to identify these key pieces of your policy, begin working on developing written procedures for each section that are clear and precise, so that the same policies can be maintained throughout the various departments in your organization. Then ensure that you take the appropriate steps to seek out certified professionals like Augusta Data Storage for any portion of your policy that may need to be outsourced, including records storage and destruction. 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.

REMINDER!

While all of this advice is based on industry standards and best practices, informed by records management professionals, it can in no way substitute or replace speaking with your company’s legal and accounting partners, as well as any regulatory organizations in your industry. Only these bodies can truly advise you on your how information should be managed and protected for secure practice, in compliance with regulations.

The post Developing an Effective Document Policy for your Company appeared first on Augusta Data Storage.

The Truth About Non-cyber Data Security

It’s true. In a 2014 study of Information Security Incidents in government offices, 25% were classified as “Non-cyber,” but what does that mean? “The non-cyber incidents are those pertaining to the spillage or mishandling of personally identifiable information which involve hard copies or printed material as opposed to digital records,” said Gregory C. Wilshusen, Director, Information Security Issues for the Government Accountability Office (1). These compromises can happen anywhere, and they do. In a 2015 study of information security incidents The Global State of Information Security cited a 38% increase in information compromises, with employees being cited  as the most common source of compromise, and not in the way you would think. It’s not necessarily employee theft of information, but mishandling and improper disposal that land secure information in the wrong hands.

Many tips have been published about some of the top ways information can be stolen outside of the internet, including third party vendors, wandering eyes, etc, and one of the most common themes is improper disposal or storage of secure data. Creating a records management plan can help protect both your business and your clients and this is where Augusta Data Storage can help.

How Augusta Data Storage Protects You

From our 100,000 sq. ft. storage facility to our NAID AAA-Certified document destruction process and our e-solutions program, we are equipped to help you create a document management process that works from storing files all the way down to final destruction. Our NAID AAA-Certification ensures that our destruction process is secure from start to finish and requires us to maintain our certification through random inspections and audits, which ensures that we are maintaining a secure 4-step process for document destruction.

Whether you are making plans for document storage, purging, or destruction of outdated documents and files, ensuring that your information remains secure is key. While everyone is focused on maintaining digital security, and that is important, do not forget that those looking to steal private and secure information are still taking advantage of the tried and true method of mishandled office paper and waste. Call Augusta Data Storage today to see how we can help you improve your hard-copy information security practices!

The post Cyber Crime is King, but Watch Out for This Lingering Threat appeared first on Augusta Data Storage.

1. 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.
2. 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 record keeping requirements
   • Enforce the consistent implementation of record-keeping policies
   • Improve ability to locate and retrieve records when required
   • Reduce litigation risks
     
     
3. 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.

4. 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.
5. 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.
6. Know your storage options.
   When you have all your files sorted and its 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.

7. 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.
8. 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.

9. 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 out dated 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 being compromised in the disposal process.
   

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 2015 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.

With all of the important data businesses manage every single day, it should come as no surprise that information security is a common priority. Whether your company deals with patient information, payment processing, employment records, or other regulated data, developing an information strategy capable of protecting the confidential information of your patients and clients on all fronts is vital. With our one-stop shop capabilities, Augusta Data Storage can help you manage all facets of your information process to ensure your business always maintains industry best practices. Whatever you require, our setup is designed to help protect your active and archived information through records management, media storage, secure shredding, document imaging, specialized destruction services, and more.

Records Management

Augusta Data Storage has been providing secure, comprehensive records management services to businesses and healthcare professionals across the CSRA for over 25 years. This experience allows us to offer the newest, safest, and most efficient records management processes, so that your office can focus on the tasks at hand, while maintaining convenient and immediate access to your records. 

Storage

If your business continues to use paper records, but is constantly running out of storage space, off-site storage is the perfect way to clean up your office space, while keeping those records safe, organized, and readily accessible. 

Our facilities boast over 160,000 square feet of storage space with advanced security systems and inventory and maintenance tracking. When in our care, your records will stay under constant surveillance, as entrance to our facilities is restricted to prevent unauthorized access. To further protect your records from environmental hazards, our facilities also offer advanced fire, smoke, and hazard warning systems. 

Specialized Facilities

Additionally, our facilities offer special storage conditions, such as a climate-controlled media vault and specialized records storage solutions. For media that needs to remain protected from both heat and humidity, such as computer media and microfilm, our climate-controlled vault has been carefully constructed to safely house these sensitive records, and temperature and humidity levels inside the vault are monitored 24/7. 

In 2017, Augusta Data Storage opened 26,000 square feet of National Archives and Records Administration (NARA) compliant storage space. This new facility meets all structural, environmental, property, and life-safety standards for federal records storage, including things like:

• Early Suppression Fast Response (ESFR) fire suppression system 
• Monitored, restricted entry access
• 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 

With each of these convenient and reliable media storage solutions, we strive to create secure records management solutions for our clients. As well, with storage technology always advancing, we promise to continuously adapt our processes to meet the growing needs of our customers.

O’Neil Client Portal

At Augusta Data Storage, we pride ourselves on providing reliable customer service. Through our O’Neil client portal, our customers have access to secure, industry leading inventory monitoring software. This tool streamlines the records management process by allowing customers to instantly access and manage their records at any time from any location simply by using a computer with internet access. In order to provide a record management system that’s adaptable to their needs, this software enables clients to:

• Check the status of records moving in and out of storage
• Make requests
• Review records retention schedules
• Review status information
• Request file retrievals or refiling
• Review and change selected retention dates
• Monitor upcoming records purges
• Confirm secure destruction of items
• Access Certificates of Destruction for purged documents

Read more about ways you can take advantage of our client portal here. 

Retrieval Options

When it comes to helping your business store and manage a wide array of important records, Augusta Data Storage knows how necessary it is to have access to your information at a moment’s notice. Whatever you need and whenever you need it, there are a variety of retrieval options to choose from, such as: 

• Regular rotations
• Customer pick-up
• Courier services
• Same day retrieval
• On-call courier available nights, weekends, and holidays
• Emergency rush and fax services
• Scan-on-demand delivery services

Together, these options ensure you have access to your records 24 hours a day, 365 days a year. However, to maintain your security, only those listed on your company’s access e-forms may request delivery of information. Requests for records can be made by contacting our team by telephone, fax, or email, or by logging onto our online inventory monitoring software, O’Neil.

Document Shredding

For industries like banking, law firms, hospitals, government agencies, and more, having a reliable, efficient process for the destruction of confidential records is vital for protecting company and client information. At Augusta Data Storage, our NAID-AAA Certification promises that Augusta Data Storage meets the specific procedural and security requirements for information destruction services, which are checked annually through a series of scheduled and unannounced audits. 

Our Process

Shredding is known to be the most secure data destruction process to date, as it leaves your documents totally incapable of restoration. Once your documents are shredded, the remains are then mixed with those of documents from other companies to ensure the impossibility of their retrieval. Finally, the leftover paper pulp is recycled, ensuring minimal environmental impact. 

Augusta Data Storage’s state-of-the-art shredding technology allows us to offer both on-site and plant-based shredding services, meaning your document destruction needs can be handled at our facility or your place of business, using our secure mobile shredding unit. In order to work flexibly with the individual needs of your business, we also offer a variety of scheduled shredding services, drop-off shredding services, and bulk purge shredding services for larger, one-time jobs.

On-Site Shredding

While many businesses feel anxious about allowing a third party service to handle their confidential documents, our mobile shredding unit means your records never have to leave your sight, as all shredding will occur on company property. Businesses who choose this option will benefit from:

• A secure chain of custody
• Both scheduled shredding and bulk shredding service options
• Convenient location
• The ability to add on any last minute documents 
• The opportunity to watch the destruction process as it happens from beginning to end

Plant-Based Shredding

For businesses that prefer plant-based shredding services, our Augusta-based document shredding facility is equipped with the industry’s best shredding technology and able to shred over 10,000 lbs of documents per hour, ensuring that even bulk destruction jobs are handled quickly and efficiently. Similarly to our on-site destruction services, our plant-based shredding service offers clients:

• Restricted access and constant surveillance
• Both scheduled shredding and bulk shredding services
• The ability to witness the entire shredding process

Scheduled Shredding

Offices requiring regular document destruction can take advantage of our pre-scheduled, routine shredding services. Choose between weekly, bi-weekly, monthly, bi-monthly, and quarterly visits, and Augusta Data Storage will provide your office with lockable collection bins to be collected on the day of your service. This option also includes:

• Choice of on-site or plant-based shredding services
• Additional peace of mind, as shredding dates are pre-scheduled
• Flexible timelines built around your business’s needs

Bulk Purge Shredding

For businesses looking to relocate, clean out on-site storage areas, or even close, Augusta Data Storage offers irregular or one-time shredding jobs referred to as records purges. With just a single scheduled visit, this service can reduce your business’s storage costs and any risk of a security breach. 

Drop-Off Shredding

Drop-off shredding services are a convenient solution for local residents, home offices, small businesses, and businesses that prefer to transport their records themselves. The small batches of records this service can process are handled just as carefully and efficiently as those scheduled in advance, while requiring only a simple drop-off. 

Regardless of the volume of records for destruction, Augusta Data Storage promises quick, secure, and convenient document destruction, so that all of your records are destroyed well beyond recovery. With any of our completed media destruction services, Augusta Data Storage provides a Certificate of Destruction, detailing the process. Each destruction service also includes:

• Pickup of material from your facility or office
• Recycling of all shredded material
• Certified weight ticket and list of material destroyed
• Destruction witnessing

Media Storage

With the ever-present risk of an attack on your company’s servers, paper records aren’t the only records in need of a safe storage solution. In fact, experts recommend protecting your records from both physical and technological threats by storing your media in a secure, offline, and off-site location, able to be retrieved in the event of any disaster. At Augusta Data Storage, our climate-controlled media vault and secure facility offers the perfect secure location for storing your information.

For the safekeeping of your media, our on-site vault provides 24/7 climate control, hazard protection, around the clock surveillance, alarm systems, and restricted access. Constant monitoring of the vacuum-sealed room ensures that the temperature remains set at 68 degrees Fahrenheit with a humidity level of 50%, so that your climate-sensitive materials and devices are never at risk, while the Halon 1301 suppression system provides protection from a variety of threats. In the case of a power outage at our facility, a backup generator is on-site to make sure essential equipment continues to function. 

Our media storage vault offers a secure, off-site storage solution for your media backups and climate-sensitive archives to help provide an additional barrier of protection from digital and environmental hazards.

Document Imaging

Digital records can often be much more convenient and efficient than maintaining drawers full of paper documents. For businesses looking to cut back on paper records, digital document conversion is a simple solution.

Whether you’re a healthcare provider looking to make the move to electronic medical records or a business looking to more effectively manage records, Augusta Data Storage offers convenient digital scanning and archiving technology for any project size, all while keeping your confidential information safe and accessible in the process. 

Our bulk file conversion solutions enable your business to quickly convert a backlog of records to digital files, which can then be archived online in a way that best fits your work situation and database size. With the help of the Augusta Data Storage team, daunting file conversion is made simple, as we 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

Media Destruction

Just as with paper, secure shredding of electronic media is the safest way to destroy data on end-of-life electronics. That’s why proper media destruction requires having a NAID-AAA Certified company like Augusta Data Storage securely and permanently dispose of your media, according to industry guidelines and best practices. For further peace of mind, Augusta Data Storage also provides a Certificate of Destruction as proof of the completed destruction process. With our specialized media destruction services, Augusta Data Storage can safely and permanently dispose of:

• Hard drives
• Solid state drives
• LTO tapes
• Cell phones and tablets
• USB drives
• CDs and DVDs
• And more

E-cycling

With the continuous advancement of technology, landfills are becoming overrun with outdated models of cell phones, laptops, and more. As of 2016, The New York Times reported that the buildup of electronic waste had reached 6.9 million tons as of 2016 in the US alone. Our e-cycling services ensure your electronic waste is processed and recycled after memory components are removed and destroyed. Augusta Data Storage is able to offer an environmentally safe, zero-landfill destruction process for items like:

• Hard drives
• Server drives
• Tablets
• Mobile devices
• Laptops

Augusta Data Storage truly is a one-stop shop for your company’s information management needs. Whatever media you deal with, whatever amount of paperwork you have building up, whatever level of security your data requires, Augusta Data Storage can help. 

After more than 25 years of providing records management solutions, we can confidently promise convenient technology, diligent customer service, industry best practices, and the absolute safety of your records. 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. 

Updated: October, 2019

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It seems like every week we hear about another data breach or learn that a previously discovered breach went much further than we had first suspected. In the age where information acquisition holds a high value for hackers and thieves, more so than physical goods, it’s important to know the risks we face, and what options we have to protect ourselves. Information management is evolving into more than just organizing and archiving files. It is now also the process of protecting and safe guarding your information and the personal information of your clients and partners. Earlier this year George Washington University Law Professor Daniel Solove posted an article on LinkedIn about the rising risk of data breaches and just how far some are willing to take “cyber crime.” All businesses are at risk of being compromised, but in 2014 the FBI issued a statement that healthcare industries are particularly at risk because of the wealth of information they house. From personal information and social security numbers, to health insurance records, and historical data, their files contain all the information someone would need to create havoc, if it fell into the right hands. In his article Solove discusses some of the lengths these criminals go to and how cyber crime is often hard to detect until the information is already compromised. As scary as it seems, and as much as it seems out of your control, it is important to ensure that you are taking every step possible to protect the data of your clients and consumers. Solove says it best when he says “Privacy and security are not just about protecting data; they are about protecting people (1).”

While measures certainly need to be taken to ensure the security of your online information systems and live data, it’s also worth considering what you are doing with your paper documents OR your outdated electronic devices that once housed that information. The Federal Trade Commission estimates that 9 million Americans have their identity stolen each year (2). As old fashioned as it might seem, dumpster diving is a huge way that these thieves are able to obtain your information. Imagine what you throw away in a day, possibly bank statements, outdated files, old memory discs or laptops, your old cell phone, junk mail, the list goes on and on. Criminals know that if they search hard enough they can find the right pieces of information to string together to steal your identity, which is why working with professionals  to help you manage that process is a huge step in the right direction.

Augusta Data Storage is equipped to help you securely discard not only paper waste, but electronic waste. The process is simple, you don’t even have to leave your office building to take these extra steps to protect your information, we will come to you! With our document shredding service we can place bins at your facility and come for scheduled pick-up and destruction dates on-site with our mobile shred trucks, or at our NAID AAA certified facility. Have a few out-dated electronic devices that you have been debating “wiping clean” and tossing in the trash? Don’t! Those items can hold data even after you think it has been deleted. Our e-solutions process can be put into place to help you properly dispose of all your old hard drives, memory boards, and other data storing devices. The best part is, we can pick it all up and destroy it for you, no stress on your end! In addition to protecting your information, each of these processes is designed to help lessen the environmental impact of day-to-day business operations. The paper waste is shredded and destroyed electronic commodities are recycled to make new products with a smaller footprint! Our team wants to partner with you to make your business operation more safe and secure for your employees, your clients, and the planet, so contact us today to learn more about how we can help you!

Sources:

1.The Health Data Breach and ID Theft Epidemic – Daniel Solove, March 2015
2. Crime Library – Identity Theft (http://www.crimemuseum.org/crime-library/identity-theft)

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According to the U.S. Environmental Protection Agency (EPA), of the 250 million tons of municipal solid waste (MSW) generated in the United States in 2008, 31% was paper [1].  Thats over 77 million tons of paper waste! According to Recycling Revolution Each ton (2000 pounds) of recycled paper can save 17 trees, 380 gallons of oil, three cubic yards of landfill space, 4000 kilowatts of energy, and 7000 gallons of water [2]. This represents a 64% energy savings, a 58% water savings, and 60 pounds less of air pollution. That’s a big difference when it comes to the impact we can each have. Just on Saturday we were able to shred and recycle 14,180 lbs (yep, thats 7 tons of paper!) of personal documents that may have otherwise ended up in a landfill. Just in a few hours we were able to make a noteable impact when you run the numbers based on the stats above!

By partnering with the Columbia County green program our shred drive helped to eliminate paper waste, but it also ensured the security of your personal documents during the destruction. Identity theft is the fastest growing crime, according to the Federal Trade Commission. In 2014 it was said that identity theft hits a new victim every 2 seconds, thats roughly 15.7 million people a year [3]. Saturday’s event was a great opportunity to educate people about protecting themselves and protecting the environment we live in. We look forward to partnering with Columbia County for future events, and if you missed this one, we hope to see you next time!

Interested in learning more about our secure document destruction services? Find our more on our website or contact us today – 1.888.299.0186

SOURCES:
1. http://thepaperlifecycle.org/end-of-life/in-depth/what-goes-into-the-landfill/

2. http://www.recycling-revolution.com/recycling-facts.html

3. http://money.cnn.com/2014/02/06/pf/identity-fraud/

The post Columbia Co. Shred Day Brings Secure Document Destruction to Residents appeared first on Augusta Data Storage.

Thank you again to everyone who came out to the event and all the great local businesses that offered this service to their clients! Want to see photos from the event? Check out our album on facebook!

The post The Numbers are In: Community Shred Day appeared first on Augusta Data Storage.