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This is exactly what I wanted!"
John Augusto, Ph.D.
Assistant Dean
Kansas University - Office of Research and Graduate Studies | |
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Beware the Ides of March
Regardless of threats to your business continuity, Jayhawk File Express can assist you with a disaster recovery plan that helps you stay in business. Today is a great day to contact us to find out more.
We hope you find some valuable information in our March Newsletter. Please let us know if we can be of any assistance to your organization. |
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Meet the Staff |
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Betty Barker Joins Sales Staff
With a strong IT background, Betty spent many years being "the network guy." Then she decided to find out what it was like to be on the revenue side of business, and went into technology sales.
With that background, Betty is helping Jayhawk File Express customers make the switch from paper to electronic files, while keeping their files organized and secured. She will also focus on data protection and disaster planning services.
Betty is a long-time Topeka resident with two grown kids, one still in college at K-State. She mentors other women pursuing degrees in science through MentorNet, an e-mentoring service. With degrees from both Kansas State and Washburn, she roots for both schools and enjoys attending Washburn football games with her faculty member husband. She also enjoys reading, and travel.
Contact Betty to learn more about all of the Jayhawk File Express services. |
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Business Tips |
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"Changes to HIPAA (Health Information Portability and Accountability Act) that are included in the American Recovery and Revitalization Act of 2009 (a.k.a. Stimulus Package) will have a significant and lasting impact on the way the information destruction industry does business," according to National Association for Information Destruction (NAID) Executive Director Bob Johnson.
Included among the more than half a dozen HIPAA-related changes are modifications in the HIPAA enforcement regime, a substantial increase in fines, and the creation of what amounts to the first national data breach notification law. These and other regulatory changes motivated NAID to develop the Information Destruction Compliance Toolkit to help businesses stay in compliance.
If you would like to know more about how your organization can make certain your information destruction policies and procedures are in compliance, contact Tracy Green for all the details. She will be happy to help you evaluate your situation using the compliance toolkit |
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Legislative Update |
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Designated Third Party Requirement for Electronic Storage of Broker-Dealer Records
The Securities and Exchange Commission (SEC) requires "every member, broker, or dealer exclusively using electronic storage media for some or all of its records preservation" to have an arrangement with a third party that can independently provide the SEC (and self-regulatory bodies and state securities regulators) with access to a broker-dealer's records upon request.
Generally speaking, this was designed to ensure that a broker-dealer's records are always accessible to securities regulators.
The third party's responsibilities are:
1) Notify the SEC (or other designated securities regulators) in writing that they intend to fulfill the third-party access and download function for the broker-dealer;
2) Provide securities regulators with the information they need to download electronic records from the broker-dealer's systems, at the regulator's request;
3) Provide securities regulators with access to records and information stored on the broker dealer's systems independently of the broker dealer - that is, even if the
broker-dealer is not cooperating with the regulator.
Jayhawk File Express currently serves as a Designated Third Party (D3P) for customers. Let us know how we can help you as well. |
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Stats and Data |
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Cost of Data Breaches Soar
The cost of data breaches continued to rise in 2009, the Ponemon Institute's fifth annual U.S. Cost of a Data Breach Study reported. Worryingly, but unsurprisingly, malicious attacks were behind more data breaches in 2009 than in any previous year. On a positive note, "Negligent insider breaches have decreased in number and cost, most likely resulting from training and awareness programs having a positive affect...," the institute also reported.
Highlights from the study include:
· "Data breach incidents cost U.S. companies $204 per compromised customer record in 2009, compared to $202 in 2008..."
· "Despite an overall drop in the number of reported breaches, the average total per-incident costs in 2009 were $6.75 million, compared to an average per-incident cost of $6.65 million in 2008."
Read more at ARMA International. |
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Storage Tips |
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Packing a box for storage
Some hints for preparing boxes for storage:
Pack only one record series per box (i.e. May 1992; Payroll Jan. to Mar. 2001; K-M).
Keep files in their original file folders.
Keep filing order sequential if you wish Jayhawk File Express staff to locate a file within a box.
Do not use rubber bands to group your files; rubber bands deteriorate, break and files are co-mingled.
Pack folders upright with letter size folders facing the 12-inch side or legal size folders facing the 15-inch side.
Do not over pack or force files into a box; it should be easy to slide a hand into the box to retrieve a file (JFE recommends filling up to 85%).
If you anticipate adding more files to the box, leave sufficient room for growth.
If you need boxes, let us know; our "miracle boxes" are very easy to put together, and are guaranteed for the entire time your files are stored at JFE. |
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Jayhawk File Express Services |
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Paper Records Protection, PART 2
Consider Offsite Storage
Moving vital records to an offsite storage facility designed specifically to house paper records is a safe bet. Jayhawk File Express has systems in place to protect and monitor records that most organizations don't. As records management experts, we can help you identify which records are vital and which ones are needed for day to day operations. | |
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Keeping In Compliance
As you read above, Jayhawk File Express can work with you to make certain your information destruction policies and procedures are in compliance with various government rules and regulations. I encourage you to contact Tracy Green to discuss ways we can be of assistance. The National Association for Information Destruction (NAID), a non-profit industry trade association, has developed a comprehensive toolkit that can help walk you through the process of developing your policies and procedures for information destruction.
Increased enforcement and escalating fines for non-compliance make this more important than ever, so don't hesitate to give us a call and see how we can help.
Sincerely, 
Pete Bostwick
Director of Business Development Jayhawk File Express |
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