Relocating Protected Information Requires Strict Chain Of Custody Procedures

In this day and age most office relocations involve protected information. Recognizing this fact is the first step towards shielding your company from liability. Privacy concerns are prevalent every day and not addressing them opens the entity to liability, both civil and possibly criminal. During a relocation the chances of a breach increase dramatically. The key is to block these possible “opportunities” using very carefully designed chain of custody procedures. Finding a company that has experience can be tough. You are looking a for a specialist, a best in class office mover with a track record in this area. Moreover you are looking for a hybrid office mover and Records and Information Management or RIM professional. A records manager understands the various privacy laws HIPPA, FACTA etc and how to prevent a violation, the core of their business revolves around this everyday. But, a records manager alone likely will lack the relocation experience to handle an office relocation. You are looking for an entity with both skill sets. Next your risk manager, or chief privacy officer (if you have one) should interview the prospective firm and judge the level of expertise. A good candidate will offer many practical procedures that prevent exposure and give you a clear defense to any agency or court. So then what is records management? Records Management can be defined as “The planning, controlling, directing, organizing, training, promoting, and other managerial activities involved with respect to records creation, records maintenance and use, and records disposition in order to achieve adequate and proper documentation of the policies and transactions of the Federal Government and effective and economic management of agency operations” (Title 44, Chapter 29, Section 2901 United States Code & DoD Directive 5015.2). You must take great measures to protect your information assets and the protected data of your clients. Selecting a logistics professional that is also a RIM partner ensures you will. What you don’t want is either a mover or a records manager whom has lax hiring and employment practices, is inexperienced or uses temp help (see earlier post).

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About Scott McNelley

Scott McNelley is a lifelong problem-solver and entrepreneur who uses creativity, ingenuity and hard work to find the best solutions for his moving and storage customers in Alabama and beyond. When a good solution doesn’t already exist, Scott creates one by “Imagineering” new equipment or systems that deliver the results his customers need and deserve. Scott’s first business was a small local moving company that he started while in college and later sold (the company is still in business today). He then started Admiral Movers, which has grown over the years into a much larger office moving firm, now known as “Montgomery’s Only True Office Mover.” With Admiral, Scott took office moving to the next level, by creating several revolutionary techniques and new moving equipment that he conceived and built in direct response to the unmet needs of his customers. Among other office move improvements, Scott created Admiral’s AirGlide℠ Computer Moving and Office Gondola℠ Systems, which together offer a truly “boxless, crateless” moving solution that better protects expensive equipment and gives customers better access to their property before, during and after a move. Encouraged by the success of Admiral Movers, Scott was able to expand his ability to serve his customers by starting two other enterprises: Redwood Properties, a real estate holding company, and Admiral Records Management (ARM), a document management and storage specialty firm and a proven leader in secure information transition, relocation, conversion and storage. Banks, hospitals, government agencies, the military, corporations, and medical practices have come to rely on ARM to maintain privacy, coordinate logistics, and provide the ultimate in protection of their client data. ARM is a natural extension of his work with Admiral, and Scott brought the same creativity and problem-solving ingenuity to the difficulties his customers face when managing their critical business records. With ARM, Scott introduced Intelligent Archiving, an unconventional approach to on-demand document scanning services that makes it easier and less expensive than ever for customers to transition to a fully-paperless office. Intelligent Archiving also safeguards patient privacy and ensures total compliance for customers in the medical and healthcare fields that are making the change. Scott’s efficient and cost-effective solutions have saved his customers money, time, backaches and headaches over the years, and his innovations, along with service that consistently exceeds expectations, are the biggest reasons his customers won’t go anywhere else for office moving or document management and storage assistance. To learn more about how Scott’s passion for creative problem-solving can help your firm with an office move or document management and storage, please visit: www.alwaysleading.com www.admiralmovers.com www.admiralrecordsmanagement.com Or you can simply email info@alwaysleading.com, or call 334-262-6666 today!

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