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| Quick Quotes | |
Thank you for an out-standing (imaging) job. The image quality is excellent, even on documents that are more than a century old. The data was keyed accurately and it made it easy to load into our database and validate it. This was a very well planned and executed project, and a very good value for KID.
Neil Woerman
KS Insurance Department
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| SEPTEMBER IS EMERGENCY PREPAREDNESS
MONTH | |
Emergency Preparedness Month is designed
to encourage Americans to take simple steps to
prepare for emergencies in their homes, businesses, and communities. Make a basic emergency supply kit. Make a plan of action. And be informed about possible emergencies in your area or line of business. Visit www.ready.gov for more information.
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| FREE SHRED DAYS |
10am to 3pm
October 22, 2010
January 28, April 22, and July 22, 2011
at 518 SE Adams
(west side of
Jayhawk File Express) |
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RIM Shots
Records and Information Management (RIM) is defined as the systematic control of records throughout their lifecycle. We're introducing RIM Shots as a new monthly feature to help you know more about all we do at Jayhawk File Express to help you manage your information.
Lost or misplaced paper files are a common problem, sometimes with disastrous results: 7.5% of all documents get lost and 3% of the remainder are misfiled.
After you take boxes of files to your storage room or basement, stacking one upon the other, several rows deep - how long does it take to find a file when you need it?
Jayhawk File Express can locate your file in our secure storage facility and hand deliver it to you within two hours (four hours to Kansas City). Do you need it sooner than that for an important meeting? We'll scan it and send you a link to our Web File Express ... you could have it within 30-40 minutes.
Keep checking RIM Shots articles in future newsletters to learn more about the security, efficiency and flexibility of storing, scanning and shredding your paper and electronic files with Jayhawk File Express, your local RIM expert. |
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Meet the Staff | |
 Rose Gillenwater Cork says she's not a one trick pony in the Service Bureau. "I have my hands in EVERYTHING."
Rose began working at Jayhawk File Express on a part-time basis, preparing documents for scanning.
"I now mainly do quality control and indexing," she said, referring to viewing completed images for accuracy and annotating information the customer needs to locate the image. She's been full-time in the Service Bureau since January 2009.
A 2003 Topeka High graduate, Rose studied art in college. "I paint with watercolor and acrylic, draw, and do some photography for fun ... and profit!"
Rose claims to adore husband Brandon as much as their two cats, and says fall is her favorite time of year. "We like watching football," she said. "I follow KU and the Chiefs closely. I also like the crispness of the air in fall, and Halloween is my favorite holiday."
Rose is also the primary Service Bureau care taker of roll film and microfiche. "I tend to float around where I'm needed, and can prep, use the scanners for paper, roll film, and microfiche," she said. "I also do data entry. I enjoy being able to do a bit of everything which keeps things interesting." |
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Laws and Regulations | |
Jayhawk File Express Helps You Maintain Compliance ...
FACTA is a federal law designed to minimize the risk of identity theft and consumer fraud by enforcing the proper destruction of consumer information. The Federal Trade Commission of the United States (FTC) developed the Disposal Rule in November 2004 to further implement the policies set forth in FACTA. The Disposal Rule applies to businesses that utilize consumer information; however it affects every person and business in the Unites States.
The FACTA Disposal Rule states that "any person who maintains or otherwise possesses consumer information for a business purpose" is required to dispose of discarded consumer information, whether in electronic or paper form.
The Disposal Rule further clarifies the definition of compliance as "taking reasonable measures to protect against unauthorized access to or use of the information in connection with its disposal." These "reasonable measures" include:
- Burning, pulverizing, or shredding of physical documents.
- Erasure or destruction of all electronic media.
- Entering into a contract with a third party engaged in the business of information destruction.
Contact Tracy Green for further information. |
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Legislative Update | | |
Medical Field Subject to Penalties
 The federal government issued new rules set to "reward doctors and hospitals for the 'meaningful use' of electronic health records," The New York Times reported. The Department of Health and Human Services said doctors and hospitals could receive as much as $27 billion over the next decade to purchase equipment to computerize medical records. That is the carrot. Here is the stick: starting in 2015 "hospitals and doctors will be subject to financial penalties under Medicare if they are not using electronic health records."
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Stats and Data | | |
All companies that do business in the United States, including businesses based in other countries may be affected by the USA Patriot Act.
What do companies have to do to comply with the Act? Companies should establish a document management system and/or assess their existing system to ensure ready access to documents to ensure proper storage and retention of documents relevant in litigation or other government investigations.
The law also places more specific requirements on financial institutions. For example, financial institutions must ensure they have procedures for identifying customer account information and the ability to verify customer identity and maintain records of information used to verify identity.
Anyone failing to comply with Section 215 will be held in contempt of court. |
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Privacy of Information | | |
Four Words Spell Privacy Change
The Obama administration is seeking to make it easier for the FBI to compel companies to turn over records of an individual's Internet activity without a court order if agents deem the information relevant.
The administration wants to add just four words, "electronic communication transactional records," to a list of items that the law says the FBI may demand without a judge's approval. Government lawyers say this category of information includes the addresses to which an Internet user sends e-mail; the times and dates e-mail was sent and received; and possibly a user's browser history. It does not include, the lawyers hasten to point out, the "content" of e-mail or other Internet communication.
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Do You Have an Internal Newsletter?
Many businesses have their own internal newsletter and editors are often looking for content. If you would like to provide an article to your newsletter highlighting the importance of Records and Information Management, we'd be happy to help. You're always welcome to use any article we include in our newsletter, or if you want something longer or on a specific topic, let us know and we'd be happy to help out.
Getting the word out concerning the critical issues surrounding the retention, retrieval and destruction of information is a responsibility we take seriously. Have a great week!
Sincerely, 
Pete Bostwick
Director of Business Development Jayhawk File Express |
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