In this day and age any relocation that requires the handling of “protected” confidential information requires extensive measures to prevent a breach of that data. File room transfers, conversions or relocations provide a major opportunity for identity theft, release of financial or credit related materials.
It is incumbent upon the transitioning entity to guard the entire process relating to careful chain of custody. Not doing so can open a company and its officers, management to both criminal and civil litigation and penalties. Not to mention the awful public relations issues and ensuing loss of good will. Your legal counsel, CPA firm, and technology provider should be included when planning these aforementioned activities. At the very least a mover who specializes in commercial relocations will diminish some risks, but, if you can find a commercial mover who also deals in medical and hospital moves should be very well versed in procedures to protect you, your patient or client data. One step greater is an office mover experienced in handling protected material that also is a “records manager” since the very core of this business is relocating, storing, disseminating and destroying protected data. An RIM (Records & Information Management) professional will have the experience and knowledge to help your team safely navigate the potential pitfalls normally associated with relocating or storing privileged information, files, charts, computer data, and credit or financial information. Many such professionals can offer a box-less moving solution which not only assures the information transfers completely intact and in order but will safe downtime as well as money. Shredding, scanning, off-site storage and relocation being handled by one entity cuts coordination time to a fraction, saves duplication of efforts as you hand over several functions to one entity to manage. Blending these activities will offer greater protection since you will have fewer persons involved in handling your most valuable asset-your information. Space management, relocation and storage can be stressful enough don’t compound it by trying to reinvent the wheel your self, hire a pro, and buy their knowledge. As the old saying goes “the wise man educates himself on others mistakes”.