What is HIPPA?
HIPPA stands for The Health Insurance Portability and Accountability Act of 1996
HIPAA in part ensures healthcare organizations in the United States will be responsible for Protected Heath Information and the secure storage and disposal of that information. External link: http://www.hhs.gov/ocr/hipaa
What is FACTA?
FACTA stands for The Fair and Accurate Credit Transactions Act
FACTA states in part that organizations that possess or maintain “consumer information” for business purposes to properly dispose of it by taking reasonable precaution to protect against unauthorized disclosure. This includes consumer information in any format including electronic records. External Link: http://www.ftc.gov/os/statutes/fcrajump.htm
What is Gramm-leach-Bliley (GBL)?
GLB requires baning and financial insitutions across the United States to describe how they will protect the confidentiality and security of consumer information. External Link http://www.ftc.gov/privacy/privacyinitiatives/glbact.html
What is the Economic Espionage Act (EEA) of 1996
EEA is a very important law which helps with the enforcement of properly handling information. This law is the first federal law that defines and severely punishes misappropriation and theft of trade secrets. External Link: http://www.usdoj.gov/criminal/cybercrime/eea.html
What is Sarbanes-Oxley?
Sarbanes-Oxley is a short term for the Sarbanes-Oxley Act (SOX) of 2002
SOX in part prohibits specified behavior regarding insider trades, loans to officers and directors, disclosure of information and improper influence on audits. External Link: http://www.sec.gov/news/press/2003-89a.html
What are records?
Records are the evidence of what the organization does. They capture its business activities and transactions such as contract negotiations, business correspondence, personnel files, and financial statements, just to name a few.
Information is at the center of everything an organization does: strategy management, research and development , compliance. How is the organization manages that information and its corporate records can directly affect its ability to compete, comply with regulations, recover from disaster - in other words, to operate efficientlly.
How long do I need to keep my records?
This is a decision unique to each organization. Legal requirements for each industry, federal or state regulations, and the consensus of the legal and financial departments of the organization are all factors in the decision of how long to retain records. UVRM recommends that every organization consult a certified records manager to institute a “Records Retention Policy”. This document formally determines the length of retention for every record type created, the disposition of aging records, and the means of final destruction when applicable.
What does it cost to store records in an archive?
Archival storage is the most cost effective means of long term document storage. Commercial records storage is based on the cubic foot container stored. You pay only for space used, and there is no sales tax. A 4-drawer filing cabinet holds six cubic feet of documents. The cost of storage in an archive for one year would be approximately $43. That filing cabinet, using 6 square feet of office space at an average of $25 per square foot, costs $1800 a year for document storage!
How is commercial archiving different from mini-storage?
A records depository is far more than just a storage facility. It serves as your records management department, incorporating your filing system into our RS-SQL management software, the most advanced, most widely used, and most highly regarded records management system in the industry. RS-SQL is capable of tracking every file in every box on an almost limitless scale. This means the tedious job of managing, accessing, delivering, re-filing, and destroying can be outsourced, thus allowing your human capital to be more efficiently deployed in revenue producing activities.
What about confidentiality?
UVRM is a HIPAA compliant business associate. Our staff are trained in the handling of confidential records, and sign an Affidavit of Confidentiality. Utilizing bar codes to identify files and boxes helps to insure the anonymity of records in the archive. Access to your account records is limited to authorized personnel.
How do I gain access to records in storage?
All the information we need to access your records is determined in our initial set up of each account, including the incorporation of your unique filing system into RS-SQL. Whether you need to access a single document or an entire box, UVRM can find your records, fast. Our customers may contact us by phone, fax, or email, or via the web to access records. All accesses are subject to verification that the requester is an authorized user on the account.
How do I get started?
Getting started is easy! We will provide you a written proposal and contract for services. Upon agreement, we will provide you with the storage boxes, instructions on how to box up records, bar codes, forms to give us the information we need reguarding box contents, authorized users and more. We are here to help you institute a solid records management program so that you can safely store aging records, access them quickly when needed, and destroy outdated records in a timely and confidential manner.
Where are you located?
UVRM is located at 1042 S Geneva Road, Orem, Utah, 84058
What are your hours?
8 am – 5pm Monday - Friday
How does a drop-off service work?
Simply bring your sensitive materials to a UVRM's office. A UVRM staff member will bring out a bin into which you put your sensitive materials . We'll help with any heavy lifting. We lock the bin before taking it back to the shredder, and you are able to watch that very bin on a viewing screen actually empty into the shredder and get shredded. We will then give you a signed Certificate of Destruction for your records.
Do I have to remove staples and paper clips? Can you destroy computer media?
Are you kidding? Our shredder is a German made "pulverizer". We just keep it on a low setting to shred paper, but it can shred anything. We have shredded a few bowling balls in our time, just for fun, so your paper clips are chump change.