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Setting the Record
Straight
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 Celebrating
25 Years!
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October,
2009
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Welcome to Setting the Record
Straight, which you are receiving as a benefit of your
relationship with The Data Vault.
Setting the Record
Straight is a bi-monthly
electronic publication that will alert you to the most significant
information-related topics in the Records industry and will provide you with
suggestions and ideas for improvement to your organization's records program.
Read it regularly. It will help you stay current with compliance, risk
management, legal, privacy and technology
issues.
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Featured
Article
A
native of
Louisville
, Richard (Dick) Gladden left
a career in banking in 1984 to bring the concept of offsite computer records
storage to
Kentucky
. By 1986, The Data Vault had become
a full service commercial records center. In 1991, the company moved to a
custom built building in
Middletown
. Today, TDV offers vault storage,
hardcopy record storage, document imaging, secure records destruction, and RIM
consulting. The Data Vault would like to thank our 600+ business clients
for their support and patronage through the years. We are eagerly looking
forward to the next 25 years!
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Large or small
project imaging/scanning
Fax
service
Interfiles
Destruction &
Recycling Services
Detail
Indexing
Shipping
Pickup &
Delivery Service
Cartons for
purchase
RIM Consulting
Services
RIM
Training
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 Establishing a Records Management
Program
Many small
companies have little or no dedicated records management department/program in
place. However, over 15,000 federal, state and local laws require the
preservation and retention of certain records for specific periods of time.
Failure to properly maintain and produce these records can lead to significant
fines and penalties for business owners and operators as well as individual
employees.
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HHS Delegates
Authority for HIPAA Security Rule to Office for Civil
Rights
U.S. Health and
Human Services Secretary Kathleen Sebelius announced that authority for the
administration and enforcement of the Health Insurance Portability and
Accountability Act of 1996 (HIPAA) Security Rule has been delegated to the
Office for Civil Rights (OCR). OCR's administration and enforcement of the
Security Rule, which had previously been delegated to the Centers for Medicare
& Medicaid Services (CMS), will eliminate duplication and increase
efficiencies in how the department ensures that Americans' health information
privacy is protected.
More...
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CRM Joins The Data Vault Staff
Melessa L. O'Brien,
CRM is one of the newest members of the Data Vault team. "Missy" is a Certified
Records Manager with more than sixteen years of professional experience in
information management as a records manager, supervisor, trainer and
consultant.
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 RIM Training Offered at The Data
Vault Records Information
Management (RIM) is an often frustrating area for most companies as increasing
legislation combined with ever-changing laws and regulations make it difficult
for most of us to just "keep up" with the latest requirements. One thing we
hear most often from our clients is the comment that more training is needed to
keep RIM managers and staff informed and legally
compliant. More...
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The Data Vault "OnLine"
The Data Vault
offers a number of "on-line" services to our customers. These services are
available 24 hours a day, 7 days a week. And, best of all...there is no charge
for using them.
More...
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October is Archives Month in Kentucky
Kentucky Archives
Month is a yearly celebration of the importance of archives and historical
records and of the work of businesses and institutions which work to preserve
these valuable resources. Everyone (including archives, archivists, records
managers and any others who work with and care for historic items) is encouraged
to participate in the event/s. More...
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Helpful Records
Information Management Resources
ARMA
International -- A not-for-profit association and the leader in education and training for
records and information management professionals. Visit: www.arma.org
AIIM -- A non-profit
organization focused on helping users understand the challenges associated with
managing documents, content, records, and business processes. Visit: www.aiim.org
Local Chapters
exist for both organizations. For contact information and meeting dates/times,
contact area representatives obtained from above website
links.
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Statement of
Mission
The Data Vault is
a market driven
Commercial
Records
Center
. We will maintain clean, secure
repositories for vital and inactive business records, and will aggressively
market any professional records management services demanded that can be
delivered with excellence and at a fair profit.
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Article
Continuations ONLY below this point.
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a Records
Management Program (cont'd)
The first step in
developing any records program is to determine what records your company has.
Once an accurate inventory is obtained, research will help determine how long
each item must be maintained. Smaller companies will usually not have a large
number of record types to research and the internet can supply valuable
information regarding "best practices" and applicable
laws.
Once the
retention "schedule" has been developed and approved, it should be made
available to all employees and everyone should be required to follow the
published retention guidelines. Listed items should be maintained for the full
retention period published in the schedule and then destroyed or disposed
of.
By developing a
company-approved retention schedule, records are accurately identified and
systematically moved through their lifecycle. This reduces the risk and legal
liability of destroying items before their retention requirements have been
fulfilled or of maintaining items well beyond their required retention period.
An added bonus is that expensive office storage space is reduced and the process
of locating needed information becomes less cumbersome and more
efficient.
In our next newsletter, we will
discuss active vs. inactive
records.
HIPAA Now Under
Office for Civil Rights (cont'd)
U.S. Health and
Human Services Secretary Kathleen Sebelius announced that authority for the
administration and enforcement of the Health Insurance Portability and
Accountability Act of 1996 (HIPAA) Security Rule has been delegated to the
Office for Civil Rights (OCR). OCR's administration and enforcement of the
Security Rule, which had previously been delegated to the Centers for Medicare
& Medicaid Services (CMS), will eliminate duplication and increase
efficiencies in how the department ensures that Americans' health information
privacy is protected.
HHS has the
authority for administration and enforcement of the federal standards for health
information privacy called for in HIPAA. The Privacy Rule provides federal
protections for personal health information held by covered entities and gives
patients an array of rights with respect to that information. OCR has been
responsible for enforcement of the Privacy Rule since 2003.
The Security
Rule specifies a series of administrative, technical, and physical security
procedures for covered entities to use to assure the confidentiality of
electronic protected health information. The Health
Information Technology
for Economic and Clinical
Health Act, part of the American Recovery and Reinvestment Act of 2009, mandated
improved enforcement of the Privacy Rule and the Security Rule.
"Security and
privacy of health information are increasingly intersecting as the department
works with the health industry to adopt electronic health records and
participate in an even greater level of electronic exchange of health
information," said Sebelius. "Privacy and security are naturally intertwined,
because they both address protected health information. Combining the
enforcement authority in one agency within HHS will facilitate improvements by
eliminating duplication and increasing efficiency."
Through a separate
delegation, CMS continues to have authority for administration and enforcement
of the HIPAA Administrative Simplification regulations, other than privacy and
security of health information.
For more information, visit the OCR website:
www.hhs.gov/ocr/privacy/index.html.
Sebelius also
announced the designation of regional privacy officers.
ARMA International
Washington
Policy Brief, September 2009
CRM Joins Data
Vault Staff (cont'd)
Missy is
experienced in creating plans and proposals for records management services, in
developing strategic plans for records programs, and in design, implementation
and management of cost-effective records processes and procedures. She
developed and led a recognized "Best Practice" records collection and storage
process for a local Fortune 500 company. In addition, Missy has experience with
policy and procedure development, retention scheduling, offsite storage
management, records destruction, document imaging, training development and
delivery, and records from mergers and acquisitions.
She graduated
Summa Cum Laude from
McKendree
University
,
Louisville
with a B.S. in
Business Administration in 2003. She became a CRM in 2007. Missy is an active
member of ARMA International and the Kentucky Council on Archives (KCA). She is
immediate past president of the
Louisville
,
KY
chapter of ARMA and has twice been recognized as Chapter Member of the Year.
She currently serves as Chair of the KCA.
Missy will be working with our
customers on an "as needed" basis and is always available to help answer
telephone questions and offer suggestions. In addition, she is developing
training seminars for our clients that will be hosted in our facility in
Middletown
,
KY
on a quarterly basis.
The Data
Vault would also like to offer one hour of Missy's on-site services to each of
our clients -- free of charge. Please call our offices at (502) 244-1151,
extension 160 to set up a time to meet with Missy.
Back to top
RIM Training
Offered by The Data Vault (cont'd)
Beginning the first
quarter of 2010, the Data Vault will offer regular RIM training to our clients
at our
Middletown
facility. Topics to be covered will
include: Establishing a RIM program, Privacy Laws, Employee Compliance,
Retention Scheduling as well as Packing & Sending Records to Off-Site
Storage. Since this initiative came about as a request from our clients, we
would appreciate hearing from you regarding what topics you would be most
interested in learning more about.
A list of classes
with dates/times will be published in our next newsletter which will be
distributed in early December, 2009.
The Data Vault
"OnLine" (cont'd)
Also, with Data on
Command (DOC), you can review your current inventory; order a file, box or media
item or review current or past invoices. And, these are just a few of the
options available to you.
Call our
Customer Service Department at (502) 244-1151 for a Login ID and Password as
well as simple instructions for this user-friendly service. It's FREE to use and only
takes a minute of your time to sign up!
October is
Archives Month in
Kentucky
(cont'd)
A number of events
and planned activities will be held during the month. Please check out the
archives month website for schedules and additional information at http://archivesmonth.ky.gov
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