| Any company handling personal information such | | | | secure, temperature controlled environment and |
| as credit card accounts, social security numbers, | | | | ensure your records retention requirements are |
| banking information, and other personally | | | | being met with a records management vendors |
| identifiable information, must take extra steps to | | | | on-line records management systems. The |
| protect data from loss and theft or face | | | | systems should allow you to search for records, |
| significant penalties in the event of a breach. | | | | and review the chain of custody of your records |
| Companies today must comply with an increasing | | | | in storage. Record Storage facilities should have |
| number of regulatory requirements affecting their | | | | advanced security features such as gated access |
| business, including HIPAA, the Gramm-Leach-Bliley | | | | and key card systems in place. Records |
| Act (GBA) and the Fair and Accurate Credit | | | | Management vendors should conduct background |
| Transaction Act (FACTA). | | | | checks on all employees and have them sign |
| In an effort to protect individuals from the rising | | | | confidentiality agreements. |
| incidences of fraud and identity theft from data | | | | Secure Media Vault Storage Protect your media |
| loss, the Commonwealth of Massachusetts is the | | | | back-up tapes and vital records (wills & |
| latest legislative body to implement aggressive | | | | trusts, deeds, etc.) by storing them in a secure |
| regulatory requirements to protect personal | | | | media vault. Media vaults should have advanced |
| information with its new Massachusetts Privacy | | | | temperature and climate control. Vaults should |
| Law, 201 CMR 17.00: Standards for the Protection | | | | meet all American National Standard Institute |
| of Personal Information of Residents of the | | | | (ANSI) standards for magnetic media vaults. |
| Commonwealth (MPL). This law affects any | | | | Certified Document Destruction Services Securely |
| company, based in Massachusetts or elsewhere, | | | | destroy customer data when retention |
| conducting business with consumers and | | | | requirements have been met. Choose a shredding |
| businesses in Massachusetts. | | | | company with good references. One of the most |
| Records management vendors such as Retrievex | | | | cost effective and secure means to destroy |
| can assist you with data privacy compliance and | | | | confidential documents is through an off-site |
| safeguarding your customer information. | | | | document destruction vendor. Locked bins are |
| Ensure your records management vendor has | | | | distributed, and when ready, picked up at your |
| implemented policies and procedures to comply | | | | site. Bins are taken to a secure facility for |
| with MPL and other data privacy laws to | | | | shredding, ensuring the papers are fully destroyed |
| safeguard the personal information that may be | | | | with the most advanced shredders. With any |
| contained in its customers' paper and electronic | | | | vendor, request a Certificate of Destruction for all |
| records. Your records management vendor of | | | | items destroyed. |
| choice should complete an extensive review of | | | | Securing a partnership with a qualified records |
| the requirements of MPL and other data privacy | | | | management vendor such as Retrievex will assist |
| laws and continue to review standards as new | | | | you with satisfying regulatory requirements or |
| regulations are created. | | | | securing your vital customer data. Contact |
| Records Management vendors offer several | | | | Retrievex today to learn more about creating |
| services to help your company comply with ever | | | | your own customized, secure records |
| increasing privacy regulations, including: | | | | management program at (877) FileLine. |
| Customized Records Storage Store records in a | | | | |