Fireproof Records Center Blog

Benefits of a Disaster Recovery Plan

blogadmin — Fri, 23 Jul 2010 12:58:03 +0000

A fire, hurricane, tornado or flood does not have to be a total disaster. With the proper disaster recovery plan your business can be up and running in no time. Over the years, we have helped hundreds of clients recover from both small and large disasters around the country. By providing recovery services to mitigate both fire and water damages, we have saved businesses.

Having a valid disaster recovery plan in place will:

• Reduce costs and risks of legal discovery

• Establish a business continuity

• Provide you with a back-up of all your information

• Give you confidence that your business will survive if a disaster were to occur

• Decrease recovery time for businesses operations

Call us today to discuss your disaster recovery plans, 614-299-2122 or email sales@fireproof.com.

To stay up to-date on all our events, news and information, “Like” our Facebook page at http://www.facebook.com/FireproofRecords

Top 5 Most Frequently Asked Records Management Questions

blogadmin — Wed, 21 Jul 2010 11:00:30 +0000

In school, the teachers always said, “there are no silly questions” and we agree. So to help answer your records management questions, here are Fireproof’s Top 5 Most Frequently Asked Records Management Questions.

1. How much storage space can we have?

Answer: Whether it’s 5 boxes, or 50,000 boxes, Fireproof can accommodate your needs. We have over ½ million square feet of storage space, all geographically dispersed throughout four facilities located in central Ohio. To arrange a tour, call 614-299-2122 or email sales@fireproof.com.

2. Can we use our own boxes for storage?

Answer: Yes, you may utilize your own boxes as long as they meet industry standards for strength, durability and size.

Fireproof currently offers the following sized cartons:

Description	Size	Dimensions	Suggested uses
Record Storage – “A”	1.0 cu.ft.	12” x 15” x 10”	General records – letter or legal size
Medical Records – “E”	1.5 cu.ft.	15.5” x 19” x 11”	Color coded side/end tab files
X-Rays – “I”	1.0 cu.ft.	6” x 21” x 5”	Medical x-rays
Letter Banker – “G”	2.0 cu.ft.	12” x 24” x 10”	General records – letter size
Legal Banker – “H”	2.5 cu.ft.	15-3/4” x 24” x 10”	General records – legal size
Microfiche / Film – “K”	0.5 cu.ft.	13” x 18” x 5”	Microfiche – film – checks
CD-ROM – “R”	1.0 cu.ft.	16-3/4” x 10-3/4” x 6”	CD-ROMs

3. Does Fireproof provide a computer listing of our entire inventory?

Answer: Absolutely. Upon request, we will provide a complete inventory report on CD or via e-mail. Most of our customers prefer to use our free web access that allows you to retrieve your inventory online with your secured Fireproof username and password.

4. What is a retention schedule and how does the schedule work?

Answer: A records retention schedule is a list of records for which predetermined destruction dates have been established. Retention periods are determined according to the organizational, governmental or archival value to the company. These values are determined by administrative, fiscal, legal, and historical record value. The retention schedule provides the guidance to destroy records when they have reached the end of their retention period.

5. How do we know which files are due for destruction?

Answer: Fireproof tracks the retention schedule of your data in our database according to the destruction dates you have provided to us on the pre-printed barcode labels. Upon request, we will generate a list of boxes that have met their retention and can be destroyed, or you can access your own inventory online through our web access on our Customer Service page. Our process is accurate and cross-checked by our customer service team. Once you have completed a Destruction Authorization Form, our team will cross-reference the boxes with the destruction authorization, and we will retrieve and destroy the designated boxes. Information is never destroyed solely on retention dates; we require an internal cross-check and written authorization from every customer for every box, each and every time.

Do you have more records management question? Let us know!

To stay up to-date on all our events, news and information, “Like” our Facebook page at http://www.facebook.com/FireproofRecords.

Best Practices for Sending Records Offsite

blogadmin — Fri, 16 Jul 2010 14:16:12 +0000

When preparing your records for offsite storage it is vital to organize them properly. Here are a few tips to assist you during the packing process. These tips will simplify organization and allow for easy retrieval when you request a stored document.

Select the correct size box for the records. 8 1/2 x 11 paper should be stored in a standard record storage box (10” x 12”x 15”).
Do not pack hanging files (Pendaflex) in a box to be stored offsite.
Review the retention policy annually. Follow the retention policy for storage and destruction.
Store records with like retention periods in the same box.
Records should be in an organized format.
1. Alpha
2. Numeric
3. Chronologic
4. Terminal digit
Be sure all the tabs on the file folders are facing the front of the box.
Be consistent when using box numbers and/or prefixes.
Be consistent in the description of the contents and include the year. If the year is the most important searching factor, begin the description with the year (using 4 digits YYYY).
1. Example: 2009 Accounts Payable OR 2009 Accts Pbl OR 2009 A/P
Assign authorized personnel to have online access and access to the records at your offsite facility. Be sure to update the authorization list at least annually or when there are changes in personnel.

With these tips, you are now fully equipped to pack your old documents and store them offsite. When you begin packing, remember that Fireproof sells all the necessary storage boxes. To order boxes, call us at 614-299-2122 or email sales@fireproof.com.

Happy Packing!

To stay up to-date on all our events, news and information, “Like” our Facebook page at http://www.facebook.com/FireproofRecords

Document Destruction Testimonials

blogadmin — Thu, 15 Jul 2010 11:09:16 +0000

Everyone’s destructions needs are different. That is why Fireproof works with you to create a hybrid solution that fulfills all your destruction needs.

Here are two testimonials noting how we have helped our clients overcome their document dilemmas with our hybrid solutions.

“As a major law firm in central Ohio, we have always been aware of our responsibility to protect our clients and their personal information. We have been storing our files at Fireproof for over ten years. Even though our client files were at Fireproof, we still found ourselves concerned about what confidential information was being thrown away in our trash from our day-to-day operations at our office. ”

Office Administrator: Columbus-based Law Firm

Our solution: Protecting your own assets is one thing, but valuable client data is another. We provided our client with secure shredding cabinets in all the corporate offices. Our service staff removes the information placed in the cabinets on a pre-determined rotation schedule, and it is immediately shredded and recycled. We also provide records management services for their retention documents. Two services, one invoice, and peace of mind for our client.

“After surviving a corporate down-sizing effort, we realized we had fallen behind on purging and destroying old records. Just as we were trying to decide how to resolve this issue we got a call letting us know auditors would be arriving in a few days to audit our records. In order to be compliant with all regulations, we knew we needed to purge and destroy our outdated records before the auditors arrived. We also knew we did not have people available for this job. Our main requirement was to get the job done correctly and within our aggressive time constraints.”

VP Operations: Columbus Manufacturing Company

Our solution: When our client called and explained their situation, we let them know we had a team available to come to their office immediately to do the job. Upon arrival at their facility, we helped them sort, purge and then shred all records that could legally be destroyed. After the destruction was completed, we immediately issued a Certificate of Destruction that they could present to their auditors. We saved them both time and money by doing the destruction at their facility, and they are now using our mobile destruction services on a recurring schedule.

To learn more about how we can help assist you, call us at 614- 299-2122 or email us at sales@fireproof.com

To stay up to-date on all our events, news and information, “Like” our Facebook page at http://www.facebook.com/FireproofRecords.

“Who’s Behind the Box?”— Mound Street. Supervisor, Mike Sayer

blogadmin — Fri, 09 Jul 2010 18:48:42 +0000

We continue our employee feature series, “Who’s Behind the Box,” with Mike Sayer, Fireproof’s Mound Street Facility Supervisor. Follow along to learn more about Mike and his staff.

Mike’s Daily Responsibilities

As supervisor for the Mound Street storage and shredding facility, Mike manages 18 employees. He also oversees order requests, deliveries and the shredding operation. Mike cares for each worker like they are his family. Working closely with everyone, he helps them develop their skills and teaches them the in’s and out’s of the Fireproof business.

Fireproof Records Mound Street Team

Mike’s History with Fireproof

Mike has been an excellent Fireproof employee for 13 years. He started out in the shredding department, and then transitioned into hard copy storage before entering his current position as the Mound Street Facility Supervisor. Throughout his career, he has helped the company grow by working with other employees to develop their skills and reach their goals. You can truly see Mike’s caring spirit and dedication in his history with Fireproof. Mike is also a President’s Award winner and member of the Decade Plus Club.

Favorite Memory

“My favorite memories are always created when we successfully complete a challenge. I love that we are a company who will redefine its services to help a client. Fulfilling a new service offering request is part of what makes my job interesting and enjoyable. I love a good challenge.”

“I also love that we are a family. We look out for one another. I have learned a lot throughout my career at Fireproof and it is great to work in such a caring environment with excellent managerial staff. I am proud to be part of the Fireproof team.”

Top Advice

Mike’s top advice to clients is “Take a Tour”. The tour helps you fully understand how we operate and helps you learn the most efficient ways to store your records. To arrange a tour, call Fireproof at 614-299-2122 or email us at sales@fireproof.com.

What Mike Can Do For You

“I am the guy you can count on to be accurate and have your records ready when you need them. I take great pride in my work. My team and I promise to execute beyond expectations.”

5 Things You Didn’t Know About Mike

His family is the number one most important thing in his life.
He has coached his kids in the all of their sports.
He enjoys gardening.
Fishing and golfing are two of his hobbies.
He enjoys teaching others and watching them grow as individuals.

Thank you to Mike for your dedication and hard work. We are proud to have you on the Fireproof staff.

To learn more about Mike and Fireproof, “Like” our Facebook page www.Facebook.com/FireproofRecords.

EHR: Understanding the American Recovery & Reinvestment Act

blogadmin — Wed, 07 Jul 2010 10:12:05 +0000

Understanding the American Recovery and Reinvestment Act of 2009 (Part VI, Title IV, §.4101, 4104, 4201; Title XIII) is a challenging task. We are here to help you understand the regulations and assist you in scanning your records. Below is a guide to understanding the Act, click to download.

Guide courtesy of: www.nuesoft.com

EMR Lunch ‘n Learn Recap

blogadmin — Wed, 30 Jun 2010 13:34:39 +0000

We are proud to announce our first EMR/EHR Lunch ‘n Learn session was a success!

During the session, attendees listened to a presentation from Joe Dickman, Senior Consultant for Fireproof. Topics discussed ranged from HITECH Acts and the American Reinvestment and Recovery Act, and included incentives and benefits of electronic medical records. Guests also enjoyed a facility tour and lunch provided by Spinelli’s Deli.

If you missed this EMR/EHR session, the staff at Fireproof will be hosting two additional sessions this summer. The events will take place from 11:30 a.m. to 1 p.m. at our corporate offices, 3827 Brookham Drive, Grove City, Ohio 43123. The dates are as follows:

Tuesday, July 27

Tuesday, August 17

We are also hosting an “EHR: Grants and Funding Session” on Wednesday, July 14. This session will feature keynote speaker, Cecelia McFadden. She will be discussing HITECH compliance and mandates, grant funding timelines and Ohio’s HITECH funding process.

To learn more about the EMR/EHR mandate, “like” our Facebook page, www.Facebook.com/FireproofRecords.

Records Management for Modern Day Companies

blogadmin — Wed, 23 Jun 2010 11:00:08 +0000

Document Imaging

Today many companies are looking for a comprehensive system that grants them instant, seamless and secure online access to their information from anywhere at anytime. Thus, the records management industry is working to serve everyone’s needs and here at Fireproof we offer every client a hybrid solution system that is sure to meet their ever-changing needs.

As part of our imaging and scan-on-demand services, we offer ImageSilo®. This system, powered by PaperVision®, is an ultra-secure, Web-accessible, on-demand Enterprise Content Management (ECM) system. ImageSilo® offers unlimited users and data storage, which allows you to organize and share information across multiple projects, departments and locations.

With five layers of security, including transmission security, system security, data security, application security and physical security at every stage, your data remains invisible to unauthorized users. Our ImageSilo® also offers data encryption and enables companies to comply with governmental and industry regulations.

As a comprehensive tool, the ImageSilo® viewer supports more than 250 electronic file types, images, print stream and even email messages. It works effortlessly with Microsoft Office®. Utilizing the PaperVision® Enterprise Tools for ImageSilo®, users can upload files directly and control documents using Microsoft Office® toolbars and menus.

ImageSilo® also allows you to mark documents with retention dates to ensure that your documents are stored only as long as your retention schedule requires. This works for scanned documents, electronically-created documents, emails and reports created in Enterprise Reports Manager.

In addition to instant online access to your documents and an easily managed retention schedule, the ImageSilo® system has a robust workflow component that allows you to take the paper out of processes such as accounts payable invoice approval, student admission process, new hire and many others.

With this comprehensive ECM system, your company will be reducing records management costs, enhancing security and compliance, simplifying disaster recovery and upgrading your records management procedures all while enjoying secure, online access to your most valuable assets—your records.

Join Us: EMR/EHR Lunch ‘n Learn

blogadmin — Fri, 11 Jun 2010 11:00:05 +0000

On Wednesday, June 23 we will be hosting an EMR/EHR Lunch ‘n Learn.

The session will focus on the latest EMR/EHR information and how you can make the move from a paper-based office to one that has considerably less paper. We’ll demonstrate how you can safely and cost-effectively begin scanning your information.

As of 2006, less than 10% of hospitals had a fully integrated system and less than 21% of office-based physicians were using electronic medical record (EMR) systems in 2008. Is your practice ready for the EMR mandate?

Who should attend the Lunch ’n Learn? We recommend practice administrators, practice managers, office administrators, office managers, and medical managers. We also recommend physicians, dentists, optometrists, and any other health care providers that would like further information about EMR/EHR.

Fireproof will also be offering additional sessions on Tuesday, July 27^th, and Tuesday, August 17^th.

To make a reservation, contact Patty Leffler at Fireproof today: 614-317-9235 or pleffler@fireproof.com.

image: Google images

EHR/EMR Stimulus Money—Is Your Practice Eligible?

blogadmin — Wed, 09 Jun 2010 15:35:20 +0000

The American Reinvestment and Recovery Act (Stimulus Bill) includes several health information technology provisions and incentives – up to $44,000 per doctor, as well as penalties – reduced Medicare payments to encourage participation.

Is your practice eligible for stimulus money?

If your practice is office-based, and you are a medical doctor, optometrist, podiatrist, chiropractor, osteopathic physician or dentist treating Medicare or Medicaid patients, then you may qualify to receive the incentive. To receive the payments, you will also need to show meaningful use of a certified EHR system.

Meaningful use of a certified EHR system will be defined by the Centers for Medical and Medicaid Services (CMS) in three stages. Stage one focuses on electronically capturing health information in a coded format, using that information to track key clinical conditions, communicating that information for care coordination purposes and initiating the reporting of clinical quality measures and public health information. CMS will define the criteria for stages two and three at a later date.

In addition, the Public Health Service Act—section 3004(b)(1), as added by the Health Information Technology for Economic and Clinical Health (HITECH) Act, requires the Secretary of the Department of Health and Human Services (HHS) to adopt an initial set of standards, implementation specifications, and certification criteria to enhance the interoperability, functionality, utility, and security of health information technology (HIT). Any EHR system must be certified prior to implementation based on federal and state guidelines.

To enforce this bill, Kathleen Sebelius, Secretary of the Department of Health and Human Services, has a presidential mandate to oversee and strategically manage the implementation and compliance of electronic health record (EHR) systems nationwide.

Don’t forget about our EHR Lunch ‘n Learn events. The dates are as follows:

Wednesday, June 23

Tuesday, July 27

Tuesday, August 17

To learn more about how we can help you scan your paper records, contact us at 614- 299-2122.

image: recovery.gov