I would suggest you check with your local AAA NAID certified shredding company, or look online at www.naidonline.org for a listing of local CSDS (Certified Secure Destruction Specialist) who are able to help, assist you in generating a corporate destruction policy.
R. Stephen Richards
Richards & Richards
Nashville, TN
615-242-9600
www.RichardsandRichards.com
Please print multiple copies of this email. We have a large shredder.
NOTICE: The information contained in this e-mail message and any attachments may contain personal, confidential and privileged information and is intended for the sole use of the designated recipient. If you are not the intended recipient, please do not copy, distribute, use or disclose it to anyone else. If you have received this e-mail in error, please notify the sender by replying to this message and deleting if from your computer. Thank you.
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of RECMGMT-L automatic digest system
Sent: Tuesday, July 11, 2017 11:04 PM
To: [log in to unmask]
Subject: RECMGMT-L Digest - 10 Jul 2017 to 11 Jul 2017 (#2017-161)
There are 10 messages totalling 454 lines in this issue.
Topics of the day:
1. Electronic Signature Policies and Procedures To Share...
2. P & P’s: Creating Policies and Procedures for a Best Practices
Information Governance Program (2)
3. Confidential Document Shredding (7)
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----------------------------------------------------------------------
Date: Tue, 11 Jul 2017 15:26:21 +0000
From: "Garner, Heather Marie - (heathergarner)"
<[log in to unmask]>
Subject: Re: Electronic Signature Policies and Procedures To Share...
Excellent topic Brian! I would also be interested in such policies or procedures for anyone willing to share.
I can be reached directly at [log in to unmask]
Thank you
Heather Garner
Office Supervisor
The University of Arizona
Campus Health- Medical Records
Tel: (520) 621-4057
Fax: (520) 621-9471
________________________________________
From: Records Management Program <[log in to unmask]> on behalf of Records Management Email <[log in to unmask]>
Sent: Monday, July 10, 2017 5:30 PM
To: [log in to unmask]
Subject: Electronic Signature Policies and Procedures To Share...
Aloha Friends and Colleagues,
I am working on developing policies and procedures on "electronic validation" and Esignatures.
I was wondering if anyone out there has such policies and procedures and are willing to share...
You can contact me directly off-line at [log in to unmask] or post to the list.
Mahalo,
Brian
Brian A. Moriki
AVP – Operations Support Division
First Hawaiian Bank
***THE OPINIONS EXPRESSED ARE STRICTLY "MY OWN" AND IS NOT ENDORSED OR APPROVED BY MY EMPLOYERS OR ANY ENTITY THAT I PARTICIPATE OR REPRESENT.***
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------------------------------
Date: Tue, 11 Jul 2017 11:28:52 -0500
From: "Packard, Mark" <[log in to unmask]>
Subject: Re: P & P=?UTF-8?Q?=E2=80=99s=3A_?= Creating Policies and Procedures for a Best Practices Information Governance Program
Hi Angela,
Will the webinar be recorded? If so can I have access to the recording? I have a conflict with the scheduled date and time.
Thank you for your assistance,
Mark
On Mon, Jul 10, 2017 at 10:03 AM, Angela Alexander < [log in to unmask]> wrote:
> Happy Monday from the Monta=C3=B1a & Associates Team!
>
> Join us for this FREE Webinar- P & P=E2=80=99s: Creating Policies and
> Pro=
cedures
> for a Best Practices Information Governance Program
>
> Date: Tuesday (tomorrow), July 11th - 1:00pm - 2:00pm EST
>
> Register @ https://montana-associates.com/event/p-ps/
>
> Host: John Monta=C3=B1a - CEO, Monta=C3=B1a & Associates
>
> (An approved ICRM - Certification Maintenance Credit Activity)
>
> --
> Angela Alexander
> Executive Administration and Marketing Specialist Monta=C3=B1a &
> Associates Englewood CO 80150
>
> List archives at http://lists.ufl.edu/archives/recmgmt-l.html
> Contact [log in to unmask] for assistance To unsubscribe
> from this list, click the below link. If not already present, place
> UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of th=
e
> message.
> mailto:[log in to unmask]
>
--=20
*Mark A Packard*
Senior Records Analyst * | *Briggs & Stratton Corporation
Phone: 414-479-1 <414-259-5649>234 | Fax: 414-259-5489 | VOIP 6020-1234
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------------------------------
Date: Tue, 11 Jul 2017 16:52:08 +0000
From: "Herrmann, Lisa" <[log in to unmask]>
Subject: Confidential Document Shredding
Everyone,
I am looking into options on shredding of our confidential paper, so I am a= sking you to go back to basics for a minute. What kind of paper shredding = program do you have? Do you have people responsible for taking their confi= dential items to a bin to be shredded later? How good are they at do this = or do they just throw it in regular trash? Have you gone to a strictly pap= er basket under their desks and have someone collect it all and shred it on= company purchased shredders? How cost effective did you find that to be? = Or do you have a completely different program and if so, what is it? Look= ing for any and all feedback you wish to share.
Thanks,
Lisa
[Description: Description: Description: Description: Description: Descripti=
on: Description: C:\Documents and Settings\NPG10248\Desktop\Bemis Logo.jpg]= Lisa L Herrmann | Record Management Specialist Bemis Manufacturing Company | 300 Mill Street | Sheboygan Falls, WI 53085
+1.920.467.5242 |
[log in to unmask]<mailto:[log in to unmask]
com>
Looking for the perfect toilet seat? Go to www.ToiletSeats.com<http:/= /www.toiletseats.com/>!
This message contains confidential information and is intended only for the= individual named. If you are not the named addressee you should not dissem= inate, distribute or copy this e-mail. Please notify the sender immediately= by e-mail if you have received this e-mail by mistake and delete this e-ma= il from your system. E-mail transmission cannot be guaranteed to be secure = or error-free as information could be intercepted, corrupted, lost, destroy= ed, arrive late or incomplete, or contain viruses. The sender therefore doe= s not accept liability for any errors or omissions in the contents of this = message, which arise as a result of e-mail transmission. If verification is= required please request a hard-copy version.
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------------------------------
Date: Tue, 11 Jul 2017 17:01:31 +0000
From: Leigha Ryland <[log in to unmask]>
Subject: Re: P & P=?utf-8?Q?=E2=80=99s=3A_?= Creating Policies and Procedures for a Best Practices Information Governance Program
Hi Angela,
The link does not work for me. Is there another way to log into this call?
Thanks,
Leigha Ryland
Administrator - Corporate Records, IGP
Cleco Corporation
318-484-7437
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Angela Alexander
Sent: Monday, July 10, 2017 10:03 AM
To: [log in to unmask]
Subject: P & P’s: Creating Policies and Procedures for a Best Practices Information Governance Program
Happy Monday from the Montaña & Associates Team!
Join us for this FREE Webinar- P & P’s: Creating Policies and Procedures for a Best Practices Information Governance Program
Date: Tuesday (tomorrow), July 11th - 1:00pm - 2:00pm EST
Register @ https://montana-associates.com/event/p-ps/
Host: John Montaña - CEO, Montaña & Associates
(An approved ICRM - Certification Maintenance Credit Activity)
--
Angela Alexander
Executive Administration and Marketing Specialist Montaña & Associates Englewood CO 80150
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------------------------------
Date: Tue, 11 Jul 2017 17:03:37 +0000
From: "Link, Gary" <[log in to unmask]>
Subject: Re: Confidential Document Shredding
<<
"Do you have people responsible for taking their confidential items to a bin to be shredded later? How good are they at do this or do they just throw it in regular trash? Have you gone to a strictly paper basket under their desks and have someone collect it all and shred it on company purchased shredders? How cost effective did you find that to be?"
>>
Hi Lisa,
Typically, enterprise wide shredding is outsourced, and most shredding vendors will provide receptacles for the paper to be shredded to be collected in. If you survey potential vendors you'll be able to see the specific options each has for your organization.
Gary Link
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------------------------------
Date: Tue, 11 Jul 2017 18:41:17 +0000
From: "Herrmann, Lisa" <[log in to unmask]>
Subject: Re: Confidential Document Shredding
Gary wrote:
" Typically, enterprise wide shredding is outsourced, and most shredding vendors will provide receptacles for the paper to be shredded to be collected in. If you survey potential vendors you'll be able to see the specific options each has for your organization. "
Gary,
Thank you for responding! Currently we have the bins and a company that shreds for us. The thing that is disturbing is how many people here do not take their confidential items to the shredding bins. We are looking for a new way to ensure we collect and destroy what is being thrown in garbage cans and not bins.
Lisa
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------------------------------
Date: Tue, 11 Jul 2017 18:51:52 +0000
From: "Haughton, Ashley" <[log in to unmask]>
Subject: Re: Confidential Document Shredding
Hi Lisa,
We outsource our bulk shredding to a local mobile shredding company. They have given us about 15 large shredding bins and we have about 8 departments that keep one in the office and we will send others out to departments/individuals for short-term purposes (purges, etc.). Other staff/departments send us material for shredding in boxes and we empty them into the remaining bins that we keep in a locked storage room. We witness the destruction of all material by the company in a mobile shredding truck that they bring on site. We used to send non-paper material back with them to be destroyed at their office, but we now deliver it so we can witness it.
We encourage staff to maintain a box/bin at their desk for confidential material that is separate from their recycling bin and to either empty this into a bin or send it to us for disposal. A lot of offices also have shredders that they will use for small amounts of material.
Our caretaking department recently replaced all of our old paper recycling station bags with bins that are just smaller versions of shredding bins and look like they should be secure, but are not. When I learned that people were putting confidential material in there, expecting that it was going to be shredded, I worked with them to put stickers on the lids prohibiting confidential material.
Ultimately, I think compliance for this comes down to education. Posters, newsletters, training would all help with this. There are lots of case studies where information has been compromised that you can use to scare people straight :)
Ashley
--
Ashley Haughton
Records and Information Manager
Records Management, Information Technology Services
University of Lethbridge
4401 University Drive West
Lethbridge, AB T1K 3M4
Phone: 403-329-2725
Web: www.uleth.ca/records-management
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------------------------------
Date: Tue, 11 Jul 2017 11:53:59 -0700
From: RIMMAN <[log in to unmask]>
Subject: Re: Confidential Document Shredding
I find it a little funny you're asking this, given the following in your sig line.
"This message contains confidential information and is intended only for the individual named. If you are not the named addressee you should not disseminate, distribute or copy this e-mail."
Every organization should have policies in place and procedures to support those to ensure confidential and/or sensitive information is handled in an appropriate manner.
Many organizations have either onsite or vended services for destruction, and typically there are local "repositories" that this type of information is collected, which may include distributed locked bins.
Larry
[log in to unmask]
Sent from MY iPhoneSeÃs
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------------------------------
Date: Tue, 11 Jul 2017 19:09:32 +0000
From: "Seibolt, Robert" <[log in to unmask]>
Subject: Re: Confidential Document Shredding
Lisa stated:
Gary,
Thank you for responding! Currently we have the bins and a company that shreds for us. The thing that is disturbing is how many people here do not take their confidential items to the shredding bins. We are looking for a new way to ensure we collect and destroy what is being thrown in garbage cans and not bins.
Rob's Response:
Lisa that sounds like an education/behavior issue. One way we encourage people to use the bins is by having them bring in their personal materials to shred as an organizational benefit. It saves them time instead of shredding docs one at a time at home and it drives positive behaviors for workplace materials. Overall it doesn't increase volume except at the start of when you offer it. We also tie it into to an understanding that information might be public domain but if found by a dumpster diver it still won't look good especially if the items found can be traced back to them.
You might also have to get more bins if you have people spread out in various areas. People won't carry stuff to a shred bin if they believe it to be "too far away". This may only be the difference from walking 30 or 40 more additional steps to a shred bin. Even if a bin is not in the line of sight of a work area, employees may perceive it to be too far away when it is actually very close.
Rob Seibolt, CRM
[log in to unmask]
Records and Library Services
http://www.mriglobal.org
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------------------------------
Date: Tue, 11 Jul 2017 15:39:10 -0400
From: ecastrob <[log in to unmask]>
Subject: Re: Confidential Document Shredding
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------------------------------
End of RECMGMT-L Digest - 10 Jul 2017 to 11 Jul 2017 (#2017-161)
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