Published on October 17, 2017
Paperwork, files, receipts, contracts, reports – information is the lifeblood of every company. Without proper record keeping, business owners can expose their valuable data to a variety of serious threats, including property damage, fraud, theft, natural disasters, and vermin. You don't want to just leave your company's critical data to every data storage provider. But how do you really know that the company you want to work with guarantees the security your company deserves?
When it comes to the right data security, does your current provider measure that? Unqualified disk storage companies can have catastrophic consequences for your business, costing you time, money and hassle. It is therefore important that you contact a records management provider who has the relevant certifications and is a member of recognized associations.
PRISM (Professional Records & Information Services Management International) is a professional association for the commercial information management industry. This non-profit organization offers outsourced storage companies a recognized international certification program called Privacy +.
Upon completion, participating companies will receive a certificate proving that they are able to properly protect the privacy of their customers' information. Only file management companies that meet or exceed the highest standards for data protection receive the Privacy + certification.
What does this mean for your company?
The last thing every business owner wants is that his valuable documents get into the wrong hands. If you choose a Privacy + provider, you can sleep well at night as you are sure that your records are accurate. To ensure complete protection of all your data, certified data storage providers take strict security measures such as access control, motion sensors, intrusion alarms and video surveillance.
Can your company withstand a natural disaster? Fires, floods, hell, even mold can leave your papers in ruins. A Privacy + certified provider must use a facility that protects your documents from what Mother Nature throws at them.
Professional recording centers are structurally sound and designed for the toughest weather conditions. These storage facilities are equipped with shelf sprinklers, smoke detectors and central alarm monitoring. They are inspected regularly to ensure that temperature and humidity are maintained.
If you haven't lived in a cave, you know how common cybercrime has become. Nowadays, companies need to be particularly vigilant when it comes to hacking, viruses and cyber attacks – all serious online threats that can wipe out all of your data in no time.
A Privacy + certified record and information management provider uses the latest firewall, antivirus, and antimalware software to protect your digital information from unauthorized access.
Data record management is not only about storing information, but also about destroying it. You already know how important shredding is to your business, but you probably don't know that not all disk storage providers are the same.
If extensive destruction of your records is important to your company, you should use a provider who is a certified member of the NAID (National Association for Information Destruction).
NAID-certified members must meet the highest industry standards in terms of operational security, employee recruitment and review, destruction process, and responsible disposal and insurance.
With today's common and diverse types of content, you need a records management provider that not only can manage and store all of your data, but also has the experience, infrastructure, and certification to ensure complete information security.
For information about associations and clubs, contact us today!