UCI is offering free paper shredding on Oct. 17 in partnership with the Better Business Bureau. See details below.
Every business accumulates a lot of paperwork in the course of a day. There are different ways to destroy documents, but paper shredding is highly recommended. Unlike other methods of destroying papers, shredding completely destroys a document making it impossible to put back together. This deters the efforts of identity thieves who steal discarded documents, put them together and use them to carry out white collar crimes. Documents like statements, receipts and invoices contain enough information for such a person to be able to pull off fraud and siphon funds from people's bank accounts and credit cards.
Onsite Or Offsite Paper Shredding?
Paper shredding can be done offsite or onsite. Both can be done by a company that specializes in paper shredding. This works better than having employees shred documents for a number of reasons:
If the job is left to a professional company that specializes in offering the service, they provide bins where documents to be shredded are stored. They then pick them up on schedule, replace the bins, shred the documents in a vehicle on your companies property and dispose of the waste.
If the pros of outsourcing the paper shredding sound good to you, count on UCI,a full-service Amarillo copier company. Call them today and get your paper shredding needs sorted out.
Pharmacists are responsible for an extensive amount of record keeping, including records for patients, prescriptions, drug errors, health disclosures, and narcotic receipts. In order to comply with federal legislation, you must retain all documents for the minimum retention period before disposing of them properly.
What Information Must A Pharmacy Keep Record Of?
A pharmacy patient record must include demographic information about the patient as well as a profile of the drugs provided and a record of the care provided. The record of care includes documentation for any prescriptions adapted and other drugs prescribed, any known drug therapy issues and the steps that were taken to deal with them accordingly, any drugs given via injection, and any other pertinent information, such as prescriptions that were never filled or summaries of consultations between the patient and other health care providers.
How Long Must A Pharmacy Keep These Records?
A pharmacy must retain a patient record, including the record of care, for a minimum of 10 years past the last date of provided pharmacy service or if the patient is a child, for two years past the age of majority, whichever is greater.
For additional pharmacy records, pharmacists must adhere to the following retention guidelines:
Once you have reached the minimum retention deadline, you must take care to destroy your patient records in a proper fashion. Running paper documents through a cross-cut shredder and disposing them in the dumpster beyond the pharmacy or deleting files off of a hard drive without wiping the drive leaves you at a high risk for a security breach. For most pharmacies, it doesn't make sense to have pharmacists or pharmacy technicians devote hours to document shredding and disposal each week. Even if you have the manpower for the work, these tasks aren't a good use of employees' time.
Hiring a reputable document destruction company ensures full security for your pharmacy. Document destruction services are well versed in best industry practices and have the equipment and knowledge to dispose of large quantities of paper and electronic documents quickly and safely. Choose a document destruction company that offers multiple shredding plans so that you can pay for exactly as much shredding services as you need.
UCI is a full-service copier and document shredding company in Amarillo, Texas. We help small and large companies alike in the greater Texas Panhandle area with all of their shredding needs. To get started, contact us now.
As a business owner or manager, you must be aware of the legal requirements to protect customer and employee records. It is also required by law that documents that contain financial information that can be used to steal identities and carry out white collar fraud are destroyed by shredding.
In an attempt to maintain a favorable bottom line, a business may opt to do paper shredding in-house rather than outsourcing the service to minimize costs. This may seem like a viable option especially if a business has already engaged a company to take care of recycling their paper waste.
Why You Need Paper Shredding Services
Companies that provide paper recycling services focus primarily on this. They do not hold a license to deal with the confidential and complete shredding of sensitive documents so they do not comply with paper shredding requirements. Therefore, should there by any oversight or breach, your business will be held liable for confidential employee or customer information that becomes public.
What If A Business Does In-House Paper Shredding?
A business may also opt to invest in an in-house shredder with the aim of cutting costs. In actuality, it costs less to outsource the service. In fact, both large and small businesses can save at least 17 percent in productivity by outsourcing the service rather than doing the service in-house.
Business is operated during designated hours so time really is money. Productivity is boosted when the staff can get on with other tasks other than remove paper clips, staples, shredding paper and packaging it for recycling. There also has to be someone overseeing the process to ensure there are no slip-ups which can become costly oversights.
Isn't Document Storage Enough?
You may also think that since you store your documents, you don't need to have them shredded. The truth is that all documents outlive their useful purpose. Even with small businesses, documents do pile up and they will need to be discarded. With larger companies where a lot of papers are used and discarded, paper shredding companies make scheduled visits to the premises, take away the paper in the bins that the company provides and take it away for shredding and disposal which is usually done by recycling.
Can You Prove Your Compliance?
Since it is a legal requirement that businesses shred confidential and sensitive documents carrying financial information on customers and employees, you may be asked for proof of compliance. Shredding companies issue a Certificate of Destruction with details like the exact time and date the shredding was done.
If you're in the market for office machinery and services, get in touch with UCI, a full-service Amarillo copier company providing document and hard drive shredding services. We will advise you accordingly.
Keeping document shredding in-house sounds so easy. You buy a few shredders, place them around the business, and have the employees handle everything. Shredding becomes a part of the business day for everyone. There are no third-party companies involved. What could be simpler?
The Disadvantages of In-House Shredding
On the surface, document shredding in-house does seem easier. However, when you start looking at things from different perspectives, you will see that it comes with some serious disadvantages. Here are a few of them:
As you can see, the seemingly simple act of shredding in a business is more complicated than you thought. If you take business security seriously you need to bring in a company to handle your document shredding. The advantages of outsourcing your document shredding will address the disadvantages of keeping shredding in-house.
Give us a call here at UCI. We offer document shredding, printing, and management services to businesses throughout the Texas Panhandle. We have been proud to serve this area for the past decade. Contact us today.
The National Association for Information Destruction (NAID) is a trade association for companies that offer information destruction services. Equipment, product, and service suppliers for destruction companies are also eligible for membership. The organization promotes the information destruction industry and the ethics and standards that its members uphold.
Why Is NAID Certification Important?
The NAID checks document destruction company compliance in 22 key areas that span paper shredding size to employee background checks. They check these areas through both scheduled and unannounced company audits. All “AAA Certified” companies complete pre-employment and random criminal background and drug screening on all employees and have third party background checks on file for owners and officers. All employees sign a non-disclosure, confidentiality agreement. The drivers wear company uniforms and picture ID badges while on the job. The company must have full written security procedures and policies, certified proof that the shredded remains are unreadable, and two million in general liability insurance.
The NAID also assists document destruction companies with meeting the extensive regulations and laws that require confidential customer information protection, including the following:
Keep in mind that some document destruction companies claim to have AAA Certification simply to attract business, knowing that many people won't bother to verify the certification. The easiest way to check for the certification is to visit the company's website and locate the AAA NAID Certification logo. Any document destruction service should also be able to provide written proof from NAID.
Who Offers NAID-Certified Shredding Services In Amarillo?
UCI does. UCI offers document destruction services for companies of all sizes. In addition to shredding paper documents, we physically destroy flash drives, computer hard drives, copier hard drives, CDs, and DVDs so that there is no risk of an electronic data breach. To learn more about our services and what we can do for your business, contact us today.
Wiping a hard drive refers to the process of writing over a drive with all 0s or 1s, a mix of 0s and 1s, or random data. There is a popular myth that you must write over data multiple times to make it unrecoverable. In reality, overwriting a drive once offers the same level of protection as overwriting a drive multiple times.
Why Do You Need To Wipe A Hard Drive?
But what's the point of wiping a hard drive? Once someone has deleted computer files, aren't they gone forever? When you delete a file in Windows or another operating system, the system simply marks the sectors that contain data as unused so that they can be overwritten in the future. As long as the files haven't been overwritten, you can run a file recovery program and get the data back. It takes considerably longer to write over data than to mark it as unused. Unless you want to make data unrecoverable, there's no reason to waste resources overwriting data.
It is not uncommon for company computers to get passed from one employee to another. For example, an employee may receive an old computer when he steps into a new position. Wiping a hard drive is a viable solution for clearing a hard drive that will still be in use within the company. The new employee can start with a clean slate, minimizing the risk of a security breach for any information the last user had stored on the computer.
What Should You Do With A Hard Drive You No Longer Need?
When you're ready to retire a computer from company use, it's best practice to wipe the drive. Otherwise anyone skilled in information retrieval can still access the files. After you've wiped the drive, you must dispose of the hard drive in a proper fashion. Putting the hard drive into long-term storage or sending it to a standard electronics recycling center doesn't guarantee full information safety. The best way to ensure that no one can access the information on a hard drive anymore is to destroy it completely.
A reputable hard drive destruction company has the skill set to destroy computer hard drives physically as well as other means of storing electronic data, including copier hard drives, flash drives, CDs and DVDs. It can take years for a business to build a stellar reputation, but mere hours for a single security breach to send that reputation down the tubes. You can't afford to take this risk.
UCI offers secure hard drive shredding services in Amarillo, Texas. To learn more about our services and how we can protect your company, contact us today.
Creating an eco-friendly office may seem like an overwhelming process. There are so many ways that we pollute the Earth each year. How do you figure out where to start? The following green living tactics are affordable and easy to implement and will have an immediate impact on the environment.
Use Double-Sided Printing
Most office paper can be recycled. However, a lot of paper gets wasted because employees only use one side or throw their paper remains in the garbage instead of the recycling bin. Select double-sided printing as the default for all office printers to cut down on paper use. Employees can still choose single-sided printing, but they'll do so less often when it isn't the default. Keep paper that has only been used on one side in a scrap bin that employees can grab for tasks that don't require new paper, such writing down phone messages or jotting personal notes during a meeting. Make recycling bins readily available throughout the office so that the task is as simple as possible.
Select Energy Efficient Settings For Electronics
Most electronic devices have standby or sleep settings, which will cut down on power use during the work day. Choose the most energy efficient setting and set it to turn on after 10 or 15 minutes of idle time. Encourage employees to turn off all appliances before leaving the office at the end of the day, as standby and sleep settings still draw power. To make this process easier, plug electronics into power strips with on/off switches so that employees can turn off multiple appliances with a single switch.
Supply Reusable Water Bottles And Coffee Mugs
Each year Americans throw away approximately 25 billion Styrofoam coffee cups and 2.5 million plastic water bottles. The average office worker in the United States uses around 500 disposable cups annually. Supplying employees with reusable aluminum water bottles and ceramic coffee mugs requires an initial investment but will save the company lots of money in the long run and cut down significantly on plastic bottle and Styrofoam cup use.
Shredding And Recycling Documents
Recycled paper requires 60-70 percent less energy and 55 percent less water to produce as compared to virgin paper production. Whenever possible, use recycled paper and then shred and recycle the paper when you're done with it. Shredding ensures that confidential company information stays confidential and recycling the paper puts it back into production to make more recycled paper.
UCI is a full-service copier and document shredding company serving the Texas Panhandle. To learn more about our services and what we can do for your company, contact us today.
Document destruction is a critical practice for every modern business. From small start-up organizations to national corporations, every company generates thousands of documents each year. When you're finished with your documents, you want to destroy them properly to ensure confidentiality of sensitive information. As you weigh varying document destruction options, you must decide whether you'd prefer on-site or off-site services.
On-site or mobile shredding involves a specially designed truck going to a business and shredding the documents right on the premises. The truck is outfitted with an on-board industrial shredder, and the clients can watch the shredding process happen right before their eyes. The shredding company will issue a certificate of destruction once they've finished the shredding.
The biggest advantage of on-site shredding is the peace of mind that comes with knowing that a minimal number of people were involved in shredding the documents right there at the company. The fewer people that must handle the documents, the more secure the process. The biggest disadvantage of on-site shredding is the cost. Specialized trucks are not cheap, and destruction companies charge a premium to come to your place of business.
Off-site shredding involves collecting and transporting the documents via a cargo truck to a shredding facility. Off-site shredding is more affordable than on-site shredding because it is not as expensive to operate a cargo truck as it is to operate a shredding truck. Typically, documents from multiple clients are mixed together during off-site shredding. Some people believe that this process increases security by reducing the chances of someone being able to recreate the documents. In reality, industrial shredders create such tiny shreds that it's virtually impossible for anyone to reconstruct them.
The biggest disadvantage of off-site shredding is that company owners can't observe the shredding process. Additionally, the process of transporting the documents to a shredding facility involves more time and more staff members, both of which can increase the risk of a security breach. You must be honest with yourself about the shredding process and how much risk you're willing to take with it.
UCI offers comprehensive copier, document and managed services for companies of all sizes in the Texas Panhandle, including on-site document destruction. To learn more about our on-site paper shredding in Amarillo and Lubbock and how we can meet your document destruction needs, contact us now.
All licensed veterinary practices must adhere to relevant record keeping requirements for veterinary medicine. In order to comply with these guidelines in full, you must stay up to date on the various veterinary record keeping laws and practices.
What Patient Record Retention Guidelines Exist For Veterinary Offices?
The American Veterinary Medical Association (AVMA) requires veterinary clinics to keep medical records for all veterinary-patient relationships (VCPR). The AVMA recommends holding onto patient records for a minimum of two years. The minimum retention period varies from one state to the next. In Texas, the retention requirement is five years from the anniversary date of the date of last treatment.
Veterinary practices should keep the name, address, and telephone number of the patient in the patient's file as well as identification information about the animal. The file must also include detailed records of any drugs that the veterinarian prescribes or recommends for treatment. For example, the vet may suggest an over-the-counter topical cream that is available in major drug stores, and as such, will not write a prescription for it. This medication suggestion should still be documented.
Controlled Substance Record Retention Guidelines
The Drug Enforcement Administration (DEA) has its own set of record keeping guidelines for controlled substances. When a veterinarian distributes a controlled substance, he must document the name of the substance, dosage, quantity, and number of commercial containers that were distributed or received. The record must also include the date and the name, address, and DEA registration number for both the distributing and receiving practitioners.
All controlled substance records must be kept separate from other patient records and must be readily accessible for a minimum of two years. A veterinarian who fails to maintain and produce these records properly and in a timely fashion may be subject to civil or criminal sanctions.
Veterinarian Record Protocol
It is recommended that veterinarians keep detailed accounts of the following:
UCI is a full-service copier and document shredding company that provides services for businesses in the Texas Panhandle, including veterinary practices. To learn more about our document destruction services, contact us today.