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December 2013

 







Do You Have Hard Drives to be Shredded?

As the end of the year approaches, businesses do a lot of purchasing and upgrading – new computers come in and copy machines are replaced.

What happens to the information that was stored on these machines?  Each one has a hard drive that has thousands of documents stored on it.  These should be removed and destroyed to prevent private data from being compromised.

If someone was to pull this information from the drives, your company could be in violation of a number of privacy laws.  Click here to see a story on hard drive information in copiers>>

Richards & Richards is AAA NAID Certified for hard drive destruction. Each hard drive serial number is scanned and recorded in our management program. Your authorized employee is able to authorize the destruction from a detailed listing of the hard drives, insuring there are no mistakes. Shredding of these hard drives is available for personal viewing.  Please contact us here for more information>>>

We have been blessed with amazing clients – and would like to take this moment to say thank you for your business and wish you and yours a very Merry Christmas and Happy New Year!

Sincerely,
 
Steve Richards
President & CEO





Healthcare Data Breach Trends

With data breaches on the rise, Experian has released a “2014 Data Breach Industry Forecast” featuring predictions and tips for the healthcare industry and other sectors. There is no indication that data breaches will slow, and healthcare workers should be aware of the risks and means of protection.

Given the size of the healthcare industry, it remains the most at-risk for data breaches. In 2013, Americans spent over $9,210 per capita on healthcare, and healthcare insurance exchanges (HIEs) are expected to add at least seven million more people into the mix. Any office, from the rural doctor to the big city hospital, is susceptible to a data breach.

The HIPAA Omnibus rule has added requirements for healthcare workers, including an assessment of the security of protected health information (PHI). However, many practices and hospitals lack resources for appropriately safeguarding PHI. Data breaches are costly, and could have disastrous consequences.

To read more, including the full Experian report, click here >>>>





Medical Records:
After Retirement

Below is the beginning of a wonderful article by Anne Sumpter Arney regarding the process of transitioning medical records when a physician retires:

During the life of their active practice of medicine, physicians must meet obligations to a variety of stake holders, their patients, their partners, their employer, the payors and the regulators.  In the transition to retirement or when you decide to leave the practice of medicine, physicians must wind down these relationships and meet specific contractual and legal obligations. For rest of the article, click here >>>

Richards & Richards provides services for doctors that wish to not worry about the requirements of copying patient records in their retirement.  We provide full service solutions so physicians can transition the records and know that they will be properly maintained and distributed for their retention period, and destroyed at the end of their retention period.  More information on this service can be found here >>



Richards & Richards
will be closed
December 24 & 25
and
January 1
in observance of
the Holidays








November 2013

 







Fall is Here!

Fall has finally arrived in Middle Tennessee!  As the weather grows cooler it is time to think about year end and auditing your account information.

Three main items should be reviewed before year end:

1.  Security List
This is a good time to review everyone on your list and be sure that all employees are current and that their access level is appropriate for their current position.  These may have changed throughout the year and are vital to the security of your records.  
To contact customer service for your current list click here>>>>
To download a form to make changes click here>>>

2.  Box Status
Do you have boxes that you have taken out that will never be returned?  Until Richards & Richards is informed that an item is not coming back to us, we are tracking it and you are incurring unnecessary charges. 
Contact customer service here to inquire if you have any boxes that are currently out >>>
If you would like to gain online access to check this yourself click here>>>>>

3.  Destruction Dates
Have you audited your boxes to be sure everything was destroyed per your retention schedule?  It is important to be sure you are following your retention policy to stay in compliance with all current privacy and regulatory legislation.  
To request destruction click here>>>
To obtain information on creating a destruction policy for your company click here>>>>

Our services are available to you in all of this end of the year clean up.  Please take a few minutes to review.  A well maintained records system will keep your business running smooth all year.

Sincerely,

Steve Richards
President & CEO



Our office will be closed on
Thursday, Nov. 28th
and
Friday, Nov. 29th
in observance of the holiday.

Have a Happy Thanksgiving! 
We are thankful for you and hope you have a wonderful holiday with your family.





Tape Rescues Big Data

When physicists throw the “on” switch on the Large Hadron Collider (LHC), between three and six gigabytes of data spew out of it every second. That is, admittedly, an extreme example. But the flow of data from smaller sources than CERN, the European particle-research organization outside Geneva that runs the LHC, is also growing inexorably. At the moment it is doubling every two years. These data need to be stored. And that need for mass storage is reviving a technology which, only a few years ago, seemed destined for the scrapheap: magnetic tape.

Alberto Pace, head of data and storage at CERN, says that tape has four advantages over hard disks for the long-term preservation of data.

The first is speed. Although it takes about 40 seconds for an archive robot to select the right tape and put it in a reader, once it has loaded, extracting data from that tape is about four times as fast as reading from a hard disk.

The second advantage is reliability. When a tape snaps, it can be spliced back together. The loss is rarely more than a few hundred megabytes—a bagatelle in information-technology circles. When a terabyte hard disk fails, by contrast, the result is usually that all the data on it is lost.

The third benefit of tapes is that they do not need power to preserve data held on them. Stopping a disk rotating by temporarily turning off the juice—a process called power cycling—increases the likelihood that it will fail.

The fourth benefit is security. If a hacker with a grudge managed to break into CERN’s data center, he could delete all 50 petabytes of the disk-held data in minutes. To delete the same amount from the organization’s tapes would take years.

Click here to read the rest of the article>>>

Richards & Richards provides back-up tape rotation and data protection.  If you would like to get a quote on services please contact us here >>>>



Nov. 20th          Cloud Back-up Workshop
                          (8:30a-9:30a)

Nov. 20th           RRWeb Lunch & Learn
                           (12:00 – 1:30pm)

All lunch and learn seminars are free to our clients with limited attendance.  Spaces will be held on a first come/first serve basis.  RSVP by clicking the link on the date you would like above.







 


August 2013

 







Change is Coming!

The HIPAA Omnibus Rule is coming into effect in September.  There are many modifications but below is a summary of the main points:
  • Business Associates of Covered Entities are now directly liable for compliance with certain of the HIPAA Privacy and Security Rules' requirements.
  • Limitations have been strengthened on the use and disclosure of protected health information for marketing and fundraising purposes, and prohibit the sale of protected health information without individual authorization.
  • Expanded individuals' rights to receive electronic copies of their health information
  • Restricted disclosures to a health plan concerning treatment for which the individual has paid out of pocket in full.
  • Required modifications to, and redistribution of, a Covered Entity's notice of privacy practices is required.
  • Required modification of the individual authorization and other requirements to facilitate research and disclosure of child immunization proof to schools, and to enable access to decedent information by family members or others.
  • Incorporated the increased and tiered civil money penalty structure provided by the HITECH Act.
  • Prohibits most health plans from using or disclosing genetic information for underwriting purposes.

View more summary here >>>>>
or
Click here for a PDF of the new Omnibus Rule in its entirety >>>>

The changes are coming soon and many of these processes take time.  If you are in medical practice, we urge you to contact your legal counsel to be sure you are compliant by the September 23rd deadline.

Also, please remember that we have options here to help you with the new EMR requirements.  If you would like to discuss file conversion, please contact us here >>>

Thank you for you business and have a Happy Labor Day!

R. Stephen Richards
President & CEO





Should you use the Cloud or Tape?

What should you use to store safely and securely your data off-site?  Is tape still the best?  Or should you look at cloud computing?

How do you know?  Ask Us! We can help.

Richards & Richards can provide your company with answers to these questions to find you the right off-site storage solution for your mission critical information.



Aug 14th            Cloud Back-up Workshop
                          (8:30a-9:30a)

Aug 14th            RRWeb Lunch & Learn
                          (12:00 – 1:30pm)

Sept 2nd            Labor Day – Holiday

Sept 18th          Cloud Back-up Workshop
                          (8:30a-9:30a)

Sept 18th           RRWeb Lunch & Learn
                           (12:00 – 1:30pm)

Oct. 19th            Free Shred Day

All lunch and learn seminars are free to our clients with limited attendance.  Spaces will be held on a first come/first serve basis.  RSVP by clicking the link on the date you would like above.





Free Shred Day!

Richards & Richards in cooperation with the Nashville Better Business Bureau invites everyone, individuals and small businesses alike to destroy their confidential documents securely for one day only – at no cost! 

Location:   1741 Elm Hill Pike, Nashville
Date:         Saturday, October 19th, 2013
Hours:        9am – 1pm

We will not be accepting managed boxes at this event.

For directions click here >>>






Three
Often-Overlooked
Sources of Electronic Data Breaches

by Christopher Bauer
Bauer Ethics Seminars

Regardless of whether customer and employee data is legally protected in your country or industry, we all have an ethical obligation to protect others' personal information as well as our own organizations' proprietary information. Doing otherwise is an open invitation for that information to be used in malicious ways ranging from identity theft to corporate espionage. At the very least, it's simply common courtesy to protect others' privacy!
 
Even in companies with elaborate data-protection systems, here are three sources of electronic data breaches that I see all the time:

•    The most common breach has perhaps always been – and will perhaps always be – computer monitors left on and exposed so that passers-by can read the screen. (Plus, if that machine is 'live' and unattended, what's to stop someone from using it to forage for still more information?). Have a reasonable and enforceable policy to prevent each of these things from happening.

•    Redeploying computers. Most companies seem to be getting better about removing hard drives from old computers they are trashing or selling off. But what about redeploying computers to new parts of your business, though? Get that data off the machine before it goes where it ought not be going!

•    People change their electronic technology more often than their underwear these days and all those machines and gadgets are a huge source of potential data breaches. Things like copy machines and fax machines are prone to have a ton of data on them that needs to be protected. Be sure that their memories are wiped clean before you get rid of them.

Like with so many things ethical, electronic data security is often seen as someone else's job. Also like so many things ethical, however, we have not fulfilled our ethical obligation if we don't do everything in our power to assure that the proper thing is being done. If you see any of these potential data breaches occurring in your company, make it a point to bring the problem to whomever has the authority to correct the problem.





We will be
Closed
September 2nd
in Observance of
Labor Day





July 2013

 







How do I secure my old computer?
 
Is it time to trash those old PCs?  If you’ve come to this decision, then you have most likely asked yourself (and others) “what should I do with the hard drive?”  No doubt you have heard the horror stories and rumors of information stolen from discarded drives and are aware of the potential dangers of simply tossing that hard drive out on the curb. 

Just in case you haven’t, you should know that throwing an old drive out is the equivalent of tossing out your wallet, with all of your credit cards and ID still in it – or worse all of your client's credit cards and ID! 

The best way to protect you and your company is to remove and shred the hard drive. 

We are AAA NAID certified for hard drive and media destruction.  Meaning – we are the best option for secure destruction of your digital media.  Please contact us here if you would like more information >>>

R. Stephen Richards
President & CEO





Will Businesses Be Forced to Say if They Have Been Hacked?

The idea is still a long way from reality, but Congress has taken the first step toward requiring companies to admit when their networks have been hacked.

The proposed rule on data breaches appears as part of a larger draft bill being circulated in the House Judiciary Committee. On top of raising the maximum penalty for computer crimes, the unnamed legislation gives businesses 14 days to disclose a security breach after they find out about it. In the case of a “major” breach, that window shrinks to a mere 72 hours, and involves the FBI or the Secret Service.

Any firm that handles personal information will be subject to the rule, except those that work under HIPAA–the federal health privacy law–and some financial institutions.  Click here for the whole article >>>



July 17th          RRWeb Lunch & Learn
                                (12p-1:30p)

July 17th          Cloud Back-up Workshop
                              (8:30a-9:30a)

All workshops and seminars are free to our clients with limited attendance.  Spaces will be held on a first come/first serve basis.  RSVP by clicking the link on the date you would like above.





Upcoming Changes
to Business Associate
Agreements


By Tom Dumez, CHP, CHCS 

President, Prime Compliance 

 

The recent release of the HIPAA Omnibus Rule (Rule) makes significant changes to both the definition of who qualifies as a business associate (BA) and the requirements of business associate agreements (BAA). The Rule expands the scope of the Security Rule to apply not only to covered entities(CE) but also to business associates. In practice, this means that business associates must have HIPAA compliance policies and procedures in place to address the Security Rule's administrative, physical, and technical safeguards for handling electronic PHI, as well as formal and documented training for all staff including management. It is important that all business associates evaluate the requirements of the Security Rule and ensure that they are compliant. And, Almost all CE's and BA's will need to revise their BAA's to incorporate the new requirements of the HIPAA Omnibus Rule.

 

The Rule increases the consequences of non-compliance for all BA's. BA's always have been liable to the covered entities that they serve for failure to comply with the terms of their BAA's. Now, BA's are also directly liable to HHS for failure to comply with the following HIPAA rules:

  • Complying with the Security Rule requirements;
  • Making “reasonable efforts” to adhere to the Minimum Necessary Standard;
  • Entering into BA agreements with subcontractors that receive PHI;
  • Disclosing PHI to the Secretary for investigation into the BA's HIPAA compliance;                                  
  • Providing an accounting of disclosures;
  • Making only permissible uses and disclosures;
  • Providing breach notification to a CE; and
  • Providing access to copies of electronically held PHI to a CE or the individual upon request.





Happy
Labor Day!

 
Richards & Richards
will be closed
September 2, 2013
in observance of the holiday







 


June 2013







File Clean-up!

Summer is here and it is a good time to retreat inside on a hot day and get rid of your unneeded files!

Make a point to review your boxes/files for any that are at the end of their retention schedule.  These clean outs keep your company protected and your budget intact.

If you need help determining what boxes are ready to be destroyed contact us here to obtain a report >>>>>>

If you need to schedule destruction from a list of boxes you have contact us here >>>>>>>

If you do not have boxes in storage but need to send on-site files for destruction contact us here >>>>>>

Please remember that we will never act upon a destruction date entered in RRWeb.  It is your responsibility to keep up with and inform us if you need a box or file destroyed.  We will then pull the item and generate a work order that must contain the signature of someone in our office with this clearance.

If you have any questions regarding the process please contact us at 615-242-9600 and we will be happy to help.

As you enjoy this summer with your family and friends, please have fun and be safe.

Sincerely,

R. Stephen Richards
President & CEO





Got Tapes?

Richards & Richards sells all top brand of computer back-up tapes direct to our clients at a savings, shipping them to you free with your next scheduled delivery date. We’ll simply bill you on your regular invoice.

Not a DataVault client? No problem! We can still pass on the savings. Contact us here for more information >>



June 19th       RRWeb Lunch & Learn
                                (12p-1:30p)

June 26th      Cloud Back-up Workshop
                              (8:30a-9:30a)

All workshops and seminars are free to our clients with limited attendance.  Spaces will be held on a first come/first serve basis.  RSVP by clicking the link on the date you would like above.





RRWeb User Tip

If you receive odd codes that make no sense while working in the program, it may be that Internet Explorer has updated on your computer to the latest version.  Each time that happens – you must put it back in compatibility view.  For directions on how to do this – click here>>>>





The Legislation of Privacy: New Laws That Will Change Your Life

Technology is changing how we do everything, from connecting with friends to investigating our family history. While most of these changes are for the better, the reality is that many of these new technologies expose us to serious privacy risks, especially as legislation has struggled to keep up. Yet both here in the U.S. and around the world, that could soon change.

There are numerous new and pending laws that are starting to seriously tackle the challenges posed by modern technology, helping close gaps in legislation and enforcement that open you up to online stalking, medical data breaches, and disclosure of your online data. Even if you don’t realize it, many of these laws can have a major impact on your life, from how you buy insurance to which bits of personal information are gathered while you shop online, go to the bank, or talk on the phone. Click here for the full article which includes a brief guide to many of the newer and upcoming laws regarding privacy in the United States. You’ll learn what the bills propose, how they’ll affect your life, and when they’ll go into effect, if they haven’t already.





Legal Copy and Conversion Services
 
Did you know that Richards & Richards provides legal copy services?  Each page is hand checked to verify it is ready for distribution.

Duplication services also include:
  • Hard copy production for tight deadlines, large projects, & every day needs
  • Color capabilities
  • Video / Audio / DVD / CD duplication
  • X-Ray duplication
  • Trial mounts, color & black/white

We also provide a variety of file conversion options for your specific desires, ensuring that you deliver evidence in specific formats as mandated by your case and allowing for a smooth, efficient and cost effective legal review of all of your data.

Conversion services include:

  • Converting a large number of file formats, including all major word processing, spreadsheet, database, E-mail and other applications into PDF, TIFF, Native, merged PST, searchable text and many other file formats.
  • Providing Bates Labeling







 


Free Shred Day

 

Free Shred Day!

Richards & Richards, in cooperation with the Nashville Better Business Bureau invites everyone, individuals and small businesses alike to destroy their confidential documents securely for one day only – at no cost!  This is part of the Better Business Bureau’s nationwide “Secure Your ID Days”.



Location:   1741 Elm Hill Pike, Nashville

Date:         Saturday, April 20, 2013

Hours:       9am – 1pm (PLEASE NOTE – NEW TIME)

What:        Free Paper Shredding!


There are over 300 identity fraud related arrests made every year. Over 300 more of identity thieves end up in prison.

Nearly 12 million people are affected by identity fraud each year and nearly 3 million of those identities are that of deceased people(yes, dead!). Seems like no one is safe from identity fraud.

Research conducted by Javelin Strategy & Research say that although the amount of money stolen due to identity fraud has remained steady, identity fraud itself has increased by more than 13% in the last year alone.

We want to help the community protect themselves from this type of theft.  So, pack up as much paper as you want – in boxes, cars or trucks and bring it to our location.  We’ll shred it all for free!

Note – This does not apply to boxes currently under management within the Richards & Richards records storage division.

February 2013

 







Electronic Records -
No Longer the Future

Converting paper records by scanning, for more and more, is becoming a mandate not a choice.

Doctors led the way being the first group mandated to convert their records.  Deadlines are fast approaching for this to be completed before penalties begin.  For physicians who either have not adopted certified EHR / EMR systems or cannot demonstrate “meaningful use” by the EMR deadline in 2015, Medicare reimbursements will be reduced. (For more information click here)

Now federal government agencies are on deadline to complete a conversion.  Federal agencies have until the end of 2019 to adopt systems that store and manage all electronic records in formats that will keep them safe and searchable for future generations, according to a White House directive released Friday.

Agencies have until the end of 2016 to store all email in electronic formats and until Nov. 15, 2012, to appoint a senior official responsible for beefing up their electronic records management programs. (For more information click here)

Scanning of records accurately and in a searchable format is an intricate task.  Richards & Richards has a professional scanning division, with 2 quality check points on every document as well as professionals that can work with you in getting the images into a format that will work with your system.

Please contact us if we can be of service.

Sincerely,

R. Stephen Richards
President & CEO





What is
Cloud Backup?

With the growing amount information being generated every day, you face a daunting truth: without your data, you have no business. That’s why it’s so critical to now have a modern and dependable system in place to safeguard your data.

Please attend our Cloud Storage Workshop that will help you understand what cloud backup is and the questions you should be asking about it.  This knowledge will allow you to make better business and IT decisions for business continuity and disaster recovery.  Sign up here >>>



February 15th   RRWeb Lunch & Learn
                               (12p-1:30p)

February 20th   Cloud Back-up Workshop
                              (8:30a-9:30a)

March 21st        RRWeb Lunch & Learn
                                (12p-1:30p)

All workshops and seminars are free to our clients with limited attendance.  Spaces will be held on a first come/first serve basis.  RSVP by clicking the link on the date you would like above.





Changes to HIPAA Privacy
and Security Rules Finalized

The U.S. Department of Health and Human Services (HHS) announced changes Jan. 17, 2013, designed to strengthen the privacy and security protections for health information established under the Health Insurance Portability and Accountability Act of 1996 (HIPAA).
 
According to HHS, the final omnibus rule enhances a patient’s privacy protections, provides individuals new rights to their health information and strengthens the agency’s ability to enforce the law.
 
This final rule is effective March 26, 2013. Covered entities and business associates must comply with the applicable requirements of this final rule by Sept. 23, 2013.
 
This omnibus final rule is comprised of the following four final rules:
 

  • Business associates of covered entities are directly liable for compliance with certain of the HIPAA Privacy and Security Rules’ requirements.
  • Incorporation of the increased and tiered civil money penalty structure provided by the HITECH Act.
  • Replacement of the breach notification rule’s “harm” threshold with a more objective standard.
  • Prohibits most health plans from using or disclosing genetic information for underwriting purposes.

Click here for full article >>>



Are you having trouble finding a list of everything you just entered into RRWeb?

The boxes are sitting in your office, you've entered them into the inventory and you'd like to request us to come pick them up.

The easiest way – is in Quick Search!  Just choose the predefined query for “Pending Items' and that should pull up a full list of what is there in your office.







 


December 2012

 







Holiday Celebrations!

It has been a banner year for Richards & Richards as we have celebrated 25 years of serving you!

If you have been by our location, you have noticed construction going on.  Our exterior has received a facelift and we are currently working on interior changes to better serve you.

Coming in the next year you will see brand new access areas!  These will allow multiple clients to work during the same hours in their own private workspace.

We've been blessed this year with many marriages,new babies and safely returning deployed military family members amongst the Richards & Richards employee family (including my new grandson Warren Bray – click here for pictures from this proud grandpa!)

We've also been blessed with amazing clients – and would like to take this moment to say thank you for your business and wish you and yours a very Merry Christmas and Happy New Year!
Sincerely,
 
Steve Richards
President & CEO





Be Fire Safe This Season

According to the Brentwood Fire and Rescue Department, candles account for nearly 10,000 home fires and approximately 100 deaths every year.

In order to help ensure that your family has a safe and enjoyable holiday season, observe the following fire safety tips:

  • Never leave candles unattended and always place them on a non-combustible surface.
  • When it’s time to place your luminaries, battery operated tea lights are highly recommended.
  • If deep frying a turkey, only use outdoors. Never use a turkey fryer on a deck or in the garage. Last year alone, turkey fryers accounted for over 1,400 home fires.
  • Hold off on bringing that natural Christmas tree indoors as long as you can, and ensure that the stand is filled with water at all times.
  • Never run electrical cords under rugs or in high traffic areas.
  • Use extreme caution when utilizing auxiliary heating devices in your home.
  • Be sure that all smoke and carbon monoxide detectors have fresh batteries and are operating properly.

Click here for more information >>>





Medical Records:
After Retirement

Below is the beginning of a wonderful article by Anne Sumpter Arney regarding the process of transitioning medical records when a physician retires:

During the life of their active practice of medicine, physicians must meet obligations to a variety of stake holders, their patients, their partners, their employer, the payors and the regulators.  In the transition to retirement or when you decide to leave the practice of medicine, physicians must wind down these relationships and meet specific contractual and legal obligations. For rest of the article, click here >>>

Richards & Richards provides services for doctors that wish to not worry about the requirements of copying patient records in their retirement.  We provide full service solutions so physicians can transition the records and know that they will be properly maintained and distributed for their retention period.  More information on this service can be found here >>



Richards & Richards
will be closed
December 24 & 25
and
January 1
in observance of
the Holidays








November 2012

 







Fall is Here!

Fall has finally arrived in Middle Tennessee!  As the weather grows cooler it is time to think about year end and auditing your account information.

Three main items should be reviewed before year end:

1.  Security List
This is a good time to review everyone on your list and be sure that all employees are current and that their access level is appropriate for their current position.  These may have changed throughout the year and are vital to the security of your records.  
To contact customer service for your current list click here>>>>
To download a form to make changes click here>>>

2.  Box Status
Do you have boxes that you have taken out that will never be returned?  Until Richards & Richards is informed that an item is not coming back to us, we are tracking it and you are incurring unnecessary charges. 
Contact customer service here to inquire if you have any boxes that are currently out >>>
If you would like to gain online access to check this yourself click here>>>>>

3.  Destruction Dates
Have you audited your boxes to be sure everything was destroyed per your retention schedule?  It is important to be sure you are following your retention policy to stay in compliance with all current privacy and regulatory legislation.  
To request destruction click here>>>
To obtain information on creating a destruction policy for your company click here>>>>

Our services are available to you in all of this end of the year clean up.  Please take a few minutes to review.  A well maintained records system will keep your business running smooth all year.

Sincerely,

Steve Richards
President & CEO





 

Richards & Richards
will be closed
November 22 and 23
in observance of
Thanksgiving





Creating Mobile Device Security
for the Workplace

A steep rise in identity and data theft due to lost or stolen mobile devices is expected, according to a September 28 article at infosecurity-magazine.com. 

Juniper Research claims that only 5% of smartphones and tablets have security software installed. This percentage is especially significant because of the growing number of organizations allowing the mingling of corporate and personal data on employee-owned devices. The report predicts that employee-owned devices used in the workplace will total nearly 350 million by 2017.

The Security of Business Innovation Council, supported by EMC’s security arm, released new guidelines in the report titled “Realizing the Mobile Enterprise: Balancing the Risks and Rewards of Consumer Devices.

The mixing of mobile devices and corporate data can lead to lost or stolen devices, malware attacks, advanced mobile risks, and risky end-user behavior, according to the report.

The report offers several tips for organizations to get on top of the issue, including “start with truly enterprise-wide governance,” “build core competencies in mobile app security,” and more.

To read more, click here >>>>





The Myth of the
Paperless Office

Technology promised to deliver us from paper for good, but we’re actually using more than ever before.

A common assumption in the back of every tech-head’s mind is that their use of technology is good for the environment, particularly in saving paper.

Back in April, The Economist blew everyone’s minds by proclaiming that instead of worldwide paper consumption decreasing with all of our new gadgets and toys, it has actually increased by half since 1980. Americans consume 5.57 40-foot trees worth of paper per person each year.

To read more – click here>>>>







October 2012

 







Spooky October!

Are records disappearing at your office?  We could blame ghosts, ghouls or goblins – it is that time!  However, we can combat those nasty gremlins with some good records management practices.

How much time do you lose to the elusive file each day? Are you spending top dollar for a storage area for just your inactive files? Managed storage is usually cheaper that the mini-storage alternatives and makes your files easy to retrieve!


Combat the missing and hard to find file by:

Creating a good inventory
Storing in a good quality box
and
Storing in a managed facility! 

What about your computers?  Are you creating good back-ups and storing them in a safe location?  The goblins like your electronic files too! 

Letting an employee take your back-up tapes home exposes you to all sorts of data loss risks including theft or damage from extreme temperatures.  The cost of a data breach or the loss of your computer data is something most small businesses do not survive. 

Be sure your tapes are being handled correctly and securely – like with a DataVault Service

Let us help you create a records management system that works.  Contact us today to schedule a consultation!

From all of us at Richards & Richards, have a Happy Halloween!

Sincerely,

R. Stephen Richards

R. Stephen Richards
President & CEO



October 17th       RRWeb Lunch & Learn

October 20th       Free Shred Day!

November 14th    RRWeb Lunch & Learn

All lunch and learn seminars are free to our clients and are held at our facility at 1741 Elm Hill Pike in Nashville from 12pm – 1:30pm with limited attendance.  Spaces will be held on a first come/first serve basis.  RSVP by clicking the link on the date you would like above.





Free
Shred Day!


Richards & Richards in cooperation with the Nashville Better Business Bureau invites everyone, individuals and small businesses alike to destroy their confidential documents securely for one day only – at no cost! 

Location:   1741 Elm Hill Pike, Nashville
Date:          Saturday, Octob
er 20th, 2012
Hours:        9am – 1pm

There is no limit to how much you can bring – so fill your car, truck or van! Paper only this day – no plastics (binder clips ok).

We will not be accepting managed boxes at this event. 

For directions click here >>>






Increase in Data Breaches

An early-August article appearing on CSOOnline.com expresses great concern not only with the increasing numbers and types of data breaches in the federal government, but also with the government’s failure to notify quickly those whose information has been compromised.

A July 2012 report from the U.S. Government Accounting Office that says federal data breaches of personally identifiable information (PII) increased by 19% from 2010 to 2011. Too often, the victims of breaches are not notified for months. 

Industry experts largely agree the problem with late notifications stems from the lack of a single standard. There are 46 state laws, each with its own language, and those that exist within the federal government differ from agency to agency. The National Conference of State Legislatures provides links to states’ data breach notification laws at this website >>

To read more – click here>>>>







 


2014 Richards & Richards

1741 Elm Hill Pike Nashville, TN 37210-5717