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.

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.

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.

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.

1. Know the Threats:
   Stay informed about the constantly changing landscape of information security. Keep up to date with the changing threats and the new identity thieves are accessing information. Staying informed about threats will help you better maintain your information security policies.
2. Be Compliance Aware:
   The rules and regulations for compliance are constantly changing. Make sure you keep up to date on best-practices and complete routine compliance checks within your organization
3. Create a Culture of Security:
   Through training, education, and improvement of everyday practices, you can create a culture of security within your organization. In addition, add to your culture of security by using reputable 3^rd party suppliers to manage any tasks that you don’t maintain in house.
4. Secure Your Digital Assets:
   Make sure you are doing your best to safeguard your digital assets and information by using secure servers, creating unique logins for each employee, and keeping your IT systems up-to-date so they are able to detect and reduce security risks.
5. Create a Document Retention Policy:
   Developing a set plan for how your employees should handle documents (from creation, to active and archive storage, all the way through destruction) is key to minimizing information security threats. Maintaining and updating this policy, as well as providing training and education regarding document retention and destruction is key.
6. Implement a Secure Destruction Policy:
   Whether you are managing paper or digital information, having a secure destruction procedure for your outdated information is very important. Working with a secure shredding company, like Augusta Data Storage will help to ensure that documents you are ready to dispose of don’t end up in the wrong hands. Additionally, if you are looking to get rid of old computers, servers, and hard-drives, it’s important to make sure these items are destroyed as well, since hackers can still remove information from discs if they are not erased properly.

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