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| Quick Quotes |
"Your delivery people are always helpful even when we have more shredding than originally reported and they accommodate the requests I make on them and their time."
Alan Doolittle, Washburn University | |
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Meet the Staff |
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Tracy Crockett, Account Executive
Tracy Crockett joined the Jayhawk File Express team Jan 11, 2010 as an Account Executive. Tracy has a strong background in sales, primarily with Credit Card Processing and Real Estate, as well as Real Estate Appraisal. At Jayhawk File Express, Tracy will offer all sales services, but will focus on Secure Shredding.
Tracy toured the facility in late 2008 and was impressed at the many services, extreme security, and care involved in all JFE procedures. "The integrity of the staff is amazing," she said. "The best way for people to understand the depth of service Jayhawk File Express offers is to make an on-site visit."
"In these hard economic times, identity theft is at an all-time high. Even my 16-year old son has experienced this invasion of his privacy. I love it that JFE can help businesses and organizations be compliant with HIPAA, HITECH and FACTA regulations, and get their policies in place so they can adequately protect the community."
Tracy says, "If you get a call soon from Tracy Green, that's me!" Tracy will soon marry Jim Green, and together they will have 5 boys and 1 girl! Tracy loves national and international travel, sipping iced tea with a good book, and everything that goes along with big-family life. |
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Jayhawk File Express Services |
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Paper Records Protection, PART 1
Needs Assessment
Before going out and spending money on hardware or software to fix perceived security problems, call Jayhawk File Express to help you develop a needs assessment. We can identify where you are at risk with all of your records locations and formats, and make recommendations on how you can reduce those risks.
Future JFE Newsletter articles will include: Consider Offsite Storage; Go Electronic; Develop a Retention Schedule; and
Have an Emergency Plan.
If you would like to schedule a needs assessment, click here to contact Elizabeth Smith for an appointment. |
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Business Tips |
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Shredding & Record Retention
There are numerous decisions to make surrounding record retention and destruction. You should decide if you need a one time shred service, such as an annual purge, or if you need a scheduled container service, or maybe both. Ensure that whatever you are thinking about destroying meets with your company's retention schedule. If you do not have a retention schedule, you probably will need to create one. Jayhawk File Express can help you create a retention schedule that follows your industry's guidelines.
Once you have a retention schedule in place, ensure that it is followed religiously and that enough money and staff are budgeted to execute it properly. Following your schedule will help eliminate destruction being seen as random or intentional to avoid possible litigation. Not following a retention schedule is probably worse than not having one. Contact JFE for more information about records retention, or to schedule a speaker to discuss record retention. |
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Legislative Update |
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HITECH Requires Notification
The HITECH Act requires health plans, hospitals and other HIPAA covered entities (CE) to disclose any breach of unsecured protected health information that puts individuals at significant risk of harm. CEs must also alert the public, the media and the government of breaches affecting more than 500 individuals. Business associates of a CE are also required to alert the CE so that notifications can occur. 
Specifically, the HITECH Act states that when a State's Attorney General "has reason to believe that an interest of one or more of the residents of that state has been or is threatened or adversely affected by any person who violates a [privacy and security provision], the attorney general of the state...may bring a civil action on behalf of such residents of the state in a district court of the United States of appropriate jurisdiction."
Although the HITECH Act, a part of the massive Recovery Act, was signed into law in February 2009, the breach notification provisions did not go into effect until Sept. 23, 2009 and they apply to breaches discovered after that date. In August, 2009 HHS published interim final regulations spelling out the security breach rules and the tiers of penalties for violations, which are now double what they were pre-HITECH Act and can range up to $1.5 million per year. |
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Stats and Data |
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Tape Rotation Services
 Disasters happen. Computer systems crash unexpectedly, without warning. Natural events like fire, tornadoes and flooding are real threats that can cause loss of information and interrupt business activities and revenue. Vandalism, computer tampering and theft are increasing concerns for businesses. Rotating your data back-up tapes is an essential part of your Disaster Recovery and Business Continuity Plan. An offsite facility assures protection of your back-ups from a localized event. Learn more how Jayhawk File Express can help you.
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Identity Protection |
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| Authorization Required
Jayhawk File Express is in the data protection business. ARMA International, a professional records management organization, of which JFE is a member, reports that protection of personally identifiable information is one of the biggest challenges facing businesses everywhere. Although privacy is often viewed as a legal or IT issue, records and information management professionals have an intrinsic responsibility for controlling access to informaton in their care.
Jayhawk File Express requires storage customers to complete an Authorized Representative Form, listing all people with authority to request delivery of files. Our software is set to not open a work order without the caller being authorized. This is one of many ways we protect your information. | |
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Starting the Year Off Right
The year is off to a great start at Jayhawk File Express. Earlier in the newsletter you met Tracy Crockett, our new account executive, and she looks forward to meeting many of you in person. We're also expanding our digital services and seeing real interest and growth in document imaging. If you could benefit from converting some or all of your active records to digital images, please give us a call. We'll be happy to complete a needs analysis and provide an estimate for a complete conversion or for establishing a scan-on-demand service for you.
Looking forward to next month, we'll introduce another staff member plus provide information about how we can help you make certain your document destruction policies and procedures are in compliance. Thank you for your business and we look forward to growing together!
Sincerely, 
Pete Bostwick
Director of Business Development Jayhawk File Express |
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