SELECTSHRED | MEDICAL COMMUNITY AND DOCUMENT DESTRUCTION

PORT ST LUCIE SHREDDING FORT PIERCE SHREDDING

STUART SHREDDING PALM CITY SHREDDING

HOBE SOUND SHREDDING JENSEN BEACH SHREDDING

The medical community is at the forefront of implementing document destruction procedures such as shredding on a regular schedule and using a third party document destruction vendor. The strict regulations of the Health Insurance Portability and Accountability Act (HIPAA) and audits make it mandatory for hospitals, medical facilities, and doctors’ offices to adhere to federal regulations to avoid fines that could reach over a million dollars per incident. All health-related organizations are subjected to data breach notification, increased enforcement, and vendor contract requirements.

Some medical offices believe that they are too small or too paperless to utilize a third party document destruction service. Recently, an office manager at a doctor’s office said it best “We are not paperless—we are chartless.” That office is currently in the process of removing all charts off the wall and scanning the information in every chart. Of course, this is something that many medical facilities will be faced with as they comply with Electronic Health Records (EHR) requirements by 2015 to avoid penalties that will be imposed under the Health Information Technology for Economic and Clinical Health (HITECH) Act.

http://www.healthit.gov/providers-professionals/faqs/are-there-penalties-providers-who-don’t-switch-electronic-health-record.

Although your office might be in the process of going paperless, the need and expectation to safeguard the confidential information in your custody and to protect patient privacy will remain. Confidential patient information must still be secured and shredded after it has been scanned. Many forms are still being used as patients come into the office on a daily basis. Documents are still being faxed from one office to another. This information must all be secured until shredded. Your best protection is the use of a document destruction service that is NAID AAA Certified. With a third party vendor, outsourcing your shredding is more secure, it is less expensive, and there is a record of compliance. A document destruction company provides a certificate of destruction after each service.

For doctors and medical facilities in Fort Pierce, Port St. Lucie, Stuart, Palm City, Jensen Beach, Rio, Hobe Sound, Port Salerno, Sewall’s Point, Jupiter, North Palm Beach, Jupiter Island, West Palm Beach, and Palm Beach Gardens, Okeechobee, and Vero Beach, it is important to understand that your office is not too small or too paperless to have a partnership with a secure on-site document destruction company. A mobile shred truck that arrives at your location and shreds all documents at your location is your greatest ally to help you avoid fines and lost reputation, and to comply with federal regulations.

Richard Kinkead & Gloria Kinkead

SelectShred, Inc.

T: (772) 463-3166

info@selectshred.com

SELECTSHRED | 5 THINGS TO CONSIDER ABOUT SECURE DOCUMENT SHREDDING

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HOBE SOUND SHREDDING COMPANY JENSEN BEACH SHREDDING COMPANY

An asset is defined as a resource with economic value that an individual or entity owns or controls with the expectation that it will provide future benefit. Keep your confidential information as your asset. Don’t allow it to become someone else’s asset. The confidential information in your custody needs to be protected as much as any other asset in your company because this information in the wrong hands can be misused for the future gain of someone else.

The following are 5 things to consider about secure document shredding:

Secure document shredding is not a one-time event – it’s an ongoing process.

1. Develop a relationship with your shredding company – it’s not about the lowest quote.
2. Know the qualifications of your shredding company. Is your shredding company NAID AAA Certified? Do personnel undergo criminal background checks and drug screening? Does your shredding company have appropriate insurance?
3. Determine whether your documents are shredded on-site/at your location. Find out whether your confidential information is transported away for shredding elsewhere at a later date.
4. Confidential information to be destroyed is not trash. Confidential information must be protected even upon its disposal.

Identity theft, dumpster diving, corporate espionage, intellectual property theft, and trade secret misappropriation are frightening words that can be your reality if proper attention is not given to safeguarding the confidential information in your custody. Do not place any printed material in the trash. You do not have legal ownership of the trash that has been put out for pick up. You only have ownership of the liability for a breach that results when information is retrieved from the trash.

Protect yourself and keep your clients’ information protected by using a third-party professional document destruction partner to destroy your sensitive information in a timely manner. Destroying confidential documents should not be considered as only a one-time event but should be an ongoing service to make sure that your information is securely destroyed as soon as possible.

The following link from the Federal Trade Commission – Bureau of Consumer Protection Business Center Blog shows the importance of having procedures in place to monitor what your service providers are doing on your behalf. http://www.business.ftc.gov/blog/2014/01/50th-data-security-settlement-offers-golden-opportunity-check-your-practices

For the businesses and residences in Fort Pierce, Port St. Lucie, Stuart, Palm City, Jensen Beach, Rio, Hobe Sound, Port Salerno, Sewall’s Point, Jupiter, North Palm Beach, Jupiter Island, West Palm Beach, and Palm Beach Gardens, Okeechobee, and Vero Beach, remember that no data (printed or digital) is too insignificant for a third party vendor to destroy because the risks are too great not to do so.

Richard Kinkead & Gloria Kinkead

SelectShred, Inc.

T: (772) 463-3166

info@selectshred.com

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SELECTSHRED | FIVE THINGS TO CONSIDER IN CHOOSING A SECURE SHREDDING SERVICE

With the desire of many companies, medical facilities, and government agencies to become paperless, we realize that everyday someone is thinking about shredding paper with confidential information. From the residential customer to the commercial customer throughout the Treasure Coast and Palm Beach that seems to be a common thread. The great challenge remains for the customer and the right shredding company to connect—to find each other. With so many options of shredding companies, it is difficult to know how to choose the right company, to get the right price, and the right customer service that you deserve.

The following are five things to consider in choosing a secure shredding service:

1. Develop a Relationship. Even for a few minutes, it is worth the time and effort to meet with the representative from your prospective shredding service or have an extensive phone discussion. This will help you to understand the work ethic of the shredding company and enable the shredding company to develop a precise understanding of your needs.
2. Know Your Rights as a Customer. You should know how your confidential information will be destroyed, where it will be destroyed, who will destroy it, and when it will be destroyed. Ultimately, it is your responsibility to ensure that the confidential in your charge has been securely handled in a timely manner by responsible persons.
3. Don’t fall for the lowest quote. The lowest quote is not necessarily a bad thing—it can be the result of a relationship or referral situation when the need for a special courtesy needs to be extended. If the lowest quote is just to do the job without genuine concern for customer service and for how your confidential information is handled and disposed of, there might be a cause for concern.
4. Use A NAID AAA Certified Company. Not all shredding companies are NAID AAA Certified but a shredding company that chooses to be NAID AAA Certified operates with strict industry standards. The individuals who are handling your confidential information have undergone initial and random drug/substance abuse screening, initial and periodic criminal record searches, driver record reviews, employee training, access control, and other factors required for NAID AAA Certification.
5. Get a Certificate of Destruction. The certificate of destruction is your legal record from a third party document destruction service. It is documentation that you have done everything you could do to safeguard your sensitive information. It is your proof of compliance for federal regulations such as FACTA, GLBA, and HIPAA.

Although we strive to be paperless, shredding confidential information will always remain a tool to fight identity theft and safeguard sensitive information. To help accomplish this important service, the ability to partner with a secure document destruction company is a must.

Richard Kinkead & Gloria Kinkead

SelectShred, Inc.

T: (772) 463-3166

info@selectshred.com

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SELECTSHRED – FIVE THINGS TO KNOW ABOUT YOUR DOCUMENT DESTRUCTION PARTNERSHIP

Having a document destruction company means that you have a third-party partner in your ongoing effort to fight identity theft, safeguard confidential information, protect individual privacy, and protect trade secrets and proprietary information. A secure, convenient, and economical document destruction service is the ally that you need to make sure that shredding your confidential documents will be given the same importance as any other service that is required to keep your business safe, secure, and profitable.

The following are five things to know about your document destruction partnership:

1. To know how your confidential information was destroyed; to know where it was destroyed; to know who destroyed it; and to know when it was destroyed.
2. To know that the legal chain of custody is not broken because your confidential information is destroyed at your location. It is not transported to a remote facility for sorting and destruction at a later date.
3. To know that you fulfilled your obligations to protect the confidential information in your custody, from its proper retention through its responsible destruction, by using a NAID AAA certified company.
4. To know that you are in compliance with federal regulations such as FACTA, GLBA, and HIPAA by having a secure document destruction program in place, including receiving a certificate of destruction for your record.
5. To know that you have an environmentally friendly policy because all of your shredded paper is recycled into new paper products and the shredded paper is not placed in the landfill. Your confidential information is shredded first and then recycled.

Building a relationship with your shredding provider will go a long way toward avoiding identity theft and information theft. Your shredding service is a necessary professional partnership. It will keep your business secure and prevent your confidential information from getting into the wrong hands. Never consider shredding documents as getting rid of trash. You should safeguard the confidential information in your custody in the same manner that you would protect any other asset.

Richard Kinkead & Gloria Kinkead

SelectShred, Inc.

T: (772) 463-3166

info@selectshred.com

INFORMATION DESTRUCTION—SHREDDING PAPER AND BEYOND

In addition to shredding paper with confidential information for protecting privacy and fighting identity theft, individuals and businesses are also charged with a lot more than destroying paper in the digital age. Computer hard drives, copier hard drives, cell phones, optical media (CDs/DVDs), thumb drives, digital tapes, memory chips, and credit/debit cards all need to be physically destroyed to avoid retrieval of the information contained on these media.

According to an investigative report done in 2010 by CBS News, it was reported that “Nearly every digital copier built since 2002 contains a hard drive — like the one on your personal computer — storing an image of every document scanned, copied, or emailed by the machine.” Many people understand that paper with confidential information, credit cards, and computer hard drives must be destroyed but many never think about the other media, like the copier hard drives that store personal or sensitive information.

Companies are charged with safeguarding all the confidential information in their custody. Regardless of the media that contains confidential information, the same level of accountability for protecting that information is expected due to federal privacy laws. When protecting information, it is important to think beyond shredding paper with confidential information to destroying other media containing sensitive information. Proper disposal of all media must be met.

HHS Settles with Health Plan in Photocopier Breach Case

Under a settlement with the U.S. Department of Health and Human Services (HHS), Affinity Health Plan, Inc. will settle potential violations of the HIPAA Privacy and Security Rules for $1,215,780. OCR’s investigation indicated that Affinity impermissibly disclosed the protected health information of up to 344,579 individuals when it returned multiple photocopiers to a leasing agent without erasing the data contained on the copier hard drives. In addition, the investigation revealed that Affinity failed to incorporate the electronic protected health information stored in copier’s hard drives in its analysis of risks and vulnerabilities as required by the Security Rule, and failed to implement policies and procedures when returning the hard drives to its leasing agents.

Source: U.S. Department of Health & Human Services. HHS.gov.

DID YOU KNOW? It is a company’s legal responsibility to properly dispose of any sensitive information stored on its digital copiers. (Source: Federal Trade Commission.) Follow this link to learn more:

http://www.business.ftc.gov/documents/bus43-copier-data-security

CALL US: (772) 463-3166

EMAIL US: INFO@SELECTSHRED.COM

SELECTSHRED | SHREDDING TO BE DONE–BOXES IN THE ATTIC

SELECTSHRED | PORT ST LUCIE SHREDDING COMPANY FORT PIERCE SHREDDING COMPANY

SELECTSHRED | STUART SHREDDING COMPANY PALM CITY SHREDDING COMPANY

Who knew that in Florida, the attic had such prominence in holding decades of stored files waiting to be shredded. Many stories have been told about the attic space.  An attic ladder had to be installed to access the space before the boxes of files could be safely retrieved and shredded. Recently, we heard that plywood had to be placed on the floor in an attic before the boxes of paper to be shredded could be retrieved because the last person in the attic fell through the ceiling – well, at least one foot fell through. Concerns were voiced over spontaneous combustion from the many years of file boxes of paper that remained hidden away in yet another attic.  Yes…a large amount of paper stored indefinitely is a fire hazard!!

It’s not only the attic but the garage has its share of importance with regard to storing important documents. Another person recently reported that boxes of paper to be shredded were stacked 8 feet high in the garage and fell onto the car. No serious damage was done. The file cabinet has its own share of drama because another reason given for shredding was that the file cabinet was so full that it fell over and broke an arm. This prompted the injured person to have the contents of the file cabinet shredded as soon as possible.

We continue to realize that a primary reason for individuals and businesses to shred is that they have run out of space at home or at the office. They are shredding because they no longer have room to store all of the boxes of paper accumulated over many years. Our goal is to inform you that for the security of your confidential information, you have to shred frequently and dispose responsibly. Avoid waiting for lack of storage space, property damage, personal injury, or fines to dictate that you properly secure and dispose of all sensitive information. Having a secure document destruction program in place is an ongoing process and not a one-time event that is months or years away. For the utmost security, use a NAID AAA Certified company to shred your confidential documents in your presence or at your location.

Richard Kinkead & Gloria Kinkead

SelectShred, Inc.

T: (772) 463-3166

info@selectshred.com

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SELECTSHRED| FIGHTING IDENTITY THEFT IN FLORIDA

When our beautiful Sunshine State is known for having the nation’s highest rate in identity theft, it is a call for action to fight the scourge of identity theft that threatens us daily of our peace of mind in our piece of paradise.  What makes us strong is also what also makes us weak because our eclectic mix of people and resources provide the welcome mat for many unsavory elements. However, we do not intend to change the inherent greatness of Florida but what we are going to change is our attitude about how we protect our confidential information to keep it from getting into the wrong hands.

As individuals, we are going to make sure that we do all that we can do to keep our personal information from those with criminal intentions.  We will not give our sensitive information willingly to unauthorized personnel and we will shred everything we no longer need. If you have accumulated too much to shred by yourself, seek out a secure, convenient, and economical NAID AAA Certified Company to destroy it for you. One added bonus is that it will help you to be “green” because your shredded materials will be recycled and kept out of the landfill.

As business owners, we are going to take the extra step to safeguard the confidential information in our custody. Our obligations are many. We have to adhere to federal regulations such as FACTA, HIPAA, and GLBA to make sure that our clients’ and customers’ sensitive information are protected even upon its disposal.  Business reputations, intellectual property, and proprietary rights must be protected.

For more information, read the following link to find out more about how Florida has the nation’s highest rate in identity theft.

http://www.miamiherald.com/2014/01/15/3871760/prosecutor-fla-tops-us-in-id-theft.html

Richard Kinkead & Gloria Kinkead

SelectShred, Inc.

T: (772) 463-3166

info@selectshred.com

SELECTSHRED | MARTIN COUNTY RESIDENTS TO FIGHT IDENTITY THEFT WITH STUART FREE SHRED EVENT ON JANUARY 24, 2014 AT SUNTRUST BANK, 111 SE OSCEOLA STREET, STUART

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SelectShred is hosting a free shred event with SunTrust Bank at 111 SE Osceola Street in Stuart on Friday, January 24, 2014 between 11:00 AM and 2:00 PM.  Also, follow this link for further details: SelectShred Free Shred Event Jan 2014

A free shred event is more than an opportunity to bring your confidential documents to be shredded at no cost. It is an opportunity to be educated about document destruction that goes far beyond just getting rid of documents that you no longer need. For example, document destruction should be implemented into your daily routine as a homeowner or business owner. Free shred events have been common for more than 20 years when the secure document destruction industry was in its infancy and the idea was to introduce the service. However, there is still a need for education with regard to the proper use and purpose of a document destruction service.

Free shred events will also continue to serve as great public service opportunities to promote the awareness of identity theft and the importance of shredding to keep your sensitive information from getting into the wrong hands. It is common knowledge that to avoid identity theft or information theft, outdated files should be destroyed by shredding. Our goal is to go beyond a free shred day to educating you for the future. Learn about a NAID AAA Certified Company and compliance with federal regulations such as FACTA, HIPAA, and GLBA. Note that although we are a NAID AAA Certified Company, free shred events will not be NAID AAA certified. Therefore, you will not be issued a certificate of destruction for your shredded documents. Still, your documents will not be carted away to be sorted and shredded at another location.

If you come to the free shred event, take the opportunity to have questions answered about the industry and find out how secure document destruction can be part of your everyday life. If time does not permit, call us and we are always happy to answer your questions. We are happier when we can meet with you to offer a free evaluation. Many businesses continue to believe that they are paperless, are too small, can rely on office shredders, don’t shred much, and can’t afford a shredding service. We want to share our knowledge and let you know that a shredding service can be a secure, economical, and convenient service for residential and commercial customers on an ongoing basis.

Richard Kinkead & Gloria Kinkead

SelectShred, Inc.

T: (772) 463-3166

info@selectshred.com

SELECTSHRED | WHY AND WHEN TO SHRED YOUR CONFIDENTIAL DOCUMENTS

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It is the time of year again when everyone is trying to organize and that includes cleaning out old files, cleaning out storage facilities, and shredding all confidential information. We still find that many people are shredding because they have run out of space in their file cabinets or storage facilities. They are shredding because they cannot fit one more file in the file cabinet or one more box in the storage room. However, we continue to emphasize that security should be the main reason for you to shred your confidential documents. It is a liability if you keep documents longer than you are legally required to do so. Don’t simply keep your confidential information in unsecured boxes waiting to call a shredding company. Some businesses have records that they have kept – for no good reason – for decades. Then it’s a mad dash around this time to get rid of outdated files. The task is daunting for company employees as they sort through stacks of boxes from decades past.

Sometimes it is difficult to know what to keep and for how long, and the tendency is to keep documents for as long as we possibly can. However, space does become limited and forces us to make a decision. Some business documents and personal documents are required to be kept for one year to seven years, indefinitely or permanently. With all of these guidelines, there are always special circumstances to consider before permanently destroying legal, business, or financial documents. For example, vehicle records can be kept until the vehicle is sold and credit card receipts can be kept until reconciled on your bank statement.

Some examples of records retention for personal documents: bank statements (one year); utility records (three years); accident reports and claims (six years); filed income tax returns (indefinitely). Some examples of records retention for business documents: customers and vendors correspondence (one year); employment applications (three years); employment tax records (four years); cancelled checks (six years); tax returns and worksheets (indefinitely). These are just a few examples of multiple personal and business documents and generalized recommendations for the length of time that they should be kept. There are many guidelines for how long records should be kept and sometimes our own common sense must prevail because there will always be special circumstances. The important things to remember are to know the general guidelines pertaining to records retention with regard to federal laws, state laws, local government laws, professions, and industries. Also, it is advisable to check with your accountant and attorney before making the final decision to destroy your documents.

Identity theft and corporate espionage are ongoing threats that we must constantly fight to avoid. When it is no longer necessary to keep confidential documents, they should be shredded and never simply thrown in the trash. Shredding with a third party service such as a NAID AAA Certified Company that destroys the confidential documents at your location is your best guarantee to fight identity theft and protect your company’s proprietary information. For IRS recommended retention periods for business records, follow the link below.

http://www.irs.gov/Businesses/Small-Businesses-&-Self-Employed/How-long-should-I-keep-records

Richard Kinkead & Gloria Kinkead

SelectShred, Inc.

T: (772) 463-3166

info@selectshred.com

WHAT IS A NAID AAA CERTIFIED COMPANY?

 The National Association for Information Destruction (NAID) certifies paper and hard drive destruction operations. A shredding company chooses to seek NAID AAA Certification.  A company in the NAID AAA Certification Program is subjected to scheduled and unannounced audits.  A NAID AAA Certified Company  chooses to subject its operation to rigorous standards and third-party audits.

 Why should a shredding company want NAID AAA Certification? A NAID AAA Certified Company knows that it is running a secure and ethical business. A document destruction company also sees the NAID AAA Certification as a value-added service for its customers. 

 Why should you care about using a shredding company that is NAID AAA certified? When your business hires a document destruction company, it is required by law to make sure the company has the security required to protect your information. All security personnel handling your sensitive information undergo pre-employment and periodic screening. The NAID AAA certified company does the necessary due diligence by evaluating and verifying employment history, as well as conducting drug screening, background checks, employee training, access control and other factors required by NAID AAA Certification. 

 Using a NAID AAA Certified Company also ensures that your business is compliant with   federal regulations (FACTA, GLBA and HIPAA) governing your industry. NAID’s certification program is recognized by various private industries and government agencies around the world.

 Why Use A NAID Member?

 As part of the only organization dedicated to increasing the security and ethics of the information destruction industry, NAID MEMBERS are bound to a strict code of conduct.

 As INDUSTRY PROFESSIONALS, they take their business and your trust seriously enough to promote NAID’s efforts to improve the industry. NAID MEMBERS hold themselves to a Higher Standard.

 (Excerpt from NAID “Informed Buyer” Publication —  why shred).

DID YOU KNOW? NAID is the industry’s only quality assurance program that verifies security and compliance using unannounced audits.

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