Security Certifications and Why You Should Care

Posted on October 17, 2017

Paperwork, files, receipts, contracts, reports—information is the lifeblood of any business. Without proper records storage, business owners leave their precious data wide open to a host of serious threats, including physical damage, fraud, theft, natural disasters, and vermin.
With so much riding on the safety of your information, you obviously wouldn’t want to put your organization’s critical data in the hands of just any records storage provider. But how do you know—really know—that the company you plan to work with will guarantee the type of security your business deserves?

The Highest Level of Security

When it comes to proper data security, does your current provider measure up? Unqualified records storage companies can have disastrous consequences for your organization, costing you time, money, and hassles. That’s why it’s important that you go with a records management provider that has the proper certifications and belongs to recognized associations.

Is your records management provider a member of PRISM?

PRISM (Professional Records and Information Services Management International) is a trade association for the commercial information management industry. This not-for-profit organization offers a recognized international certification program called Privacy+ to outsourced storage companies.
Once completed, participating businesses receive a certificate, demonstrating their ability to properly safeguard the privacy of their clients’ information. Only records management companies that meet or surpass the highest standards for information protection are awarded the Privacy+ certification.
So, what does that mean for your business?

Theft Prevention

The last thing any business owner wants is their valuable documentation to fall into the wrong hands. When you choose a Privacy+ provider, you can sleep well at night knowing your records are safe and sound. To ensure complete protection of all your data, certified records storage providers implement rigorous security measures, such as entry point access control, motion sensors, intrusion alarms, and video monitoring.

Environmental Risk Protection

Can your business withstand a natural disaster? Fires, floods, heck, even mold can leave your records in ruins. A Privacy+ certified provider must use a facility that will protect your documents from the whatever Mother Nature throws at it.

Professional records centres are structurally sound, built to withstand the harshest weather conditions. These storage facilities are equipped with in-rack sprinklers, smoke detectors, and central alarm monitoring. They also go through regularly scheduled inspections to ensure the temperature and humidity are properly maintained.

Digital Information Security

Unless you’ve been living in a cave, you know how widespread cybercrime has become. Today’s businesses need to be extra vigilant when it comes to hacking, viruses, and cyber-attacks—all serious online threats that can wipe out all your data in a blink of an eye.

A Privacy+ certified records and information management provider uses all the latest firewall, anti-virus, and ant-malware software to protect your digital information from unauthorized access.

Reliable Information Destruction Services

Records management isn’t just about storing information, it’s also about destroying it. By now, you already know how important shredding is to your company, but what you probably don’t know is that not all records storage providers are created equal.

If comprehensive destruction of your records is important for your business, then you’ll want to use a provider that is a certified member of NAID (National Association for Information Destruction).

NAID certified members are required to meet the highest industry standards of operational security, employee hiring and screening, the destruction process, and responsible disposal and insurance.

With today’s abundant and varying types of content, you need a records management provider that can not only manage and store all your data, but also have the proper experience, infrastructure, and certification to ensure complete information safety.
For information about are affiliations and associations, contact us today!