Knowledge Center

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FREQUENTLY ASKED QUESTIONS

Here is a little blurb about what kinds of questions you would find on the frequently asked questions page. Lorem Ipsum is simply dummy text of the printing and typesetting industry. Lorem Ipsum has been the industry's standard dummy text ever since the 1500s, when an unknown printer took a galley of type and scrambled it to make a type specimen book.

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WHAT IS FACTA?

FACTA (or FACT Act) is the Fair and Accurate Credit Transaction Act, a BRAND NEW federal law designed to reduce the risk of consumer fraud and identity theft created by improper disposal of consumer information.

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WHAT IS HIPAA?

The Health Insurance Portability and Accountability Act (HIPAA) is a Federal law to prevent abuses of personal health information (PHI), including unauthorized access. It is administered by the U.S. Department of Health and Human Services (HHS) and it is enforced by the U.S. Office of Civil Rights.

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WHAT INFO DO I NEED TO KEEP SECURE? HOW DO I PROTECT IT?

The information our organization produces represents one of its most valuable assets. Whether on paper or in digital format, the records and information we produces represents one of its most valuable assets. Whether on paper or in digital format, the records and information we produce must be protected from a multitude of risks:

  • careless loss
  • tampering by disgruntled employees
  • theft by intrusion into our computer systems by hackers

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WHAT IS A RECORD?

A record is recorded information that supports the activity of the business or organization that created it. It can take the form of:

  • paper documents such as a hand-written memo or a hard-copy report
  • electronic records such as databases or email
  • graphic images such as drowns or maps; these may be in photographic, electronic, or hard-copy formats

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WHAT MAKES A RECORD "VITAL" FOR MY ORGANIZATION?

A vital record is any recorded information that is identified as essential for the continuation or survival of the organization if a disaster strikes. A very small percentage of an organization's records are vital- estimates range from 2 to 7 percent.

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HOW DO I WRITE FOR THE RECORD?

The creation of or writing for the record begins the life cycle for recorded information. The purpose for writing is to:

  • communicate information for use immediately
  • transfer or convey information for reference
  • document or record an event, decision, or process

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What Do I Do with all of My Old Records?

Old records aren't kept forever. When they fill up your office, they are either destroyed or sent to offsite storage in boxes, where they are maintained for a period of time and then destroyed. In either case, their retention and destruction are governed by a records retention schedule.

What is a retention schedule?

  • A records retention schedule is really nothing more than a list of record types that is followed by information on how long each type should be kept.
  • The record types are organized and structured to make finding them easy.
  • It may include additional information, such as location or media types (e.g., paper or electronic) and other helpful information.
  • When the retention period for a record has expired, the record is physically destroyed.

When (records) fill up your office, they are either destroyed or sent to offsite storage in boxes, where they are maintained for a period of time and then destroyed.

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How Do I Manage All This Paper?

The Files that we reference on a frequent basis and that need to be available for immediate access are called "active files." They are usually kept onsite and as near as possible to those who need to work with them. A good filing system will facilitate proper file storage and easy accessibility by those who need the information the files contain. When these files are managed well, we ensure that the right information gets to the right person at the right time.

In addition, good file management also helps us save

  • Time- We reduce time spent looking for misplaced files.
  • Space- We don't waste space storing duplicate or out-of-date files.
  • Money- We reduce the personnel, equipments, and supply costs associated with managing unneeded files.

When files are managed well, we ensure that the right information gets to the right person and the right time.

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What Is a Records Center?

Information contained in our organization's records is an asset that is important to our business objectives. How we manage our records is governed by our records and information management (RIM) policies, which are designed to protect the integrity of the information. One of our RIM policies is a retention schedule that defines what records must be kept, where, and for how long.

Records that are consulted routinely in the daily performance of work are called the "active" records and are kept near our work areas. Those records that are accessed only occasionally for reference or to meet audit or legal obligations are called "inactive" records and are housed in a arecords center that is location in less expensive space that is set up for maximum storage efficiency.

Records that are accessed only occasionally for reference or to meet audit or legal obligations are called "inactive" records and housed in a records center.

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What is ECM?

ECM means Enterprise Content Management

ECM solutions mean different things to different organizations. Some call it document management, some call it document imaging, and some know it as enterprise content management.

A content management system is designed to fill in gaps between your related processes, applications and departments. If you are losing critical documents, have little to no visibility into your everyday business processes or can't easily find information when you need it, a content management solution can help. An ECM system lets you:

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The Convenience of Local Utah Shredding

If someone, with nefarious goals in mind, gets their hands on your personal identity information, that person completely owns you. When the private details of your finances, health, or family are at stake, or the client records of your business are at risk, or the sensitive data found in hospital records need to be protected

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Utah Sensitive Document Destruction

Information is everything. It doesn't matter whether you are an individual preventing identity theft, a bank making sure that your client's financial records remain secure, a small business that has document regulations to adhere to, or a hospital maintaining the utmost in patient privacy. It is imperative to protect these records. It is also crucial

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5 Major Benefits of Mobile Shredding

You need your documents shredded and securely shipped away. These documents contain some sensitive content such as social security numbers, first and last names, and financial info. This means you can't just trust these documents with anyone, right? You would do it by yourself, but shredding each of these documents in a standard paper shredder

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