| Quick Quotes | |
"You guys are good. You have the world of electronics and computers figured out. I tell people about how Jayhawk File Express is really ahead in document management, archiving, scanning, storage, etc. I probably mention your name at least once a week."
Sandi Dunham
Cummins & Coffman CPA's PA
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Upcoming Events at Jayhawk File Express | |
December 24, 2010
Office Closed*
December 31, 2010
Office Closed*
January 21, 2011 Free Shred Day
February 22, 2011 Breakfast Briefing with Kevin Joerling
* We are available 24/7 to deliver a tape or file. |
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Merry Christmas From The Staff at 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. Jayhawk File Express can help you manage your information -- paper or electronic."
We can help you become better organized and improve your access to information. Even after your records get to the end of their retention life, and you have them purged and shred, the audit trail in our software is maintained forever. This gives you proof of consistently following a retention cycle. |
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Meet the Staff
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Barbara Abrams
While at Kaw Area Technical School majoring in Warehousing and Sales, Barbara Abrams finished her course work before the semester was over.
"The instructor let me draw Looney Toons characters on the windows for decoration," she said. "I really enjoyed that class and completed all the workbooks early."
A graduate of Silver Lake High School, Barb has worked at Jayhawk File Express for four years. "I like that my job is so active," she said. "I used to deliver media (back up computer tapes) and am now on the box pick up route. I get to know our customer pretty well."
Barb is mama to three dogs and one cat. Ozzie is a mutt she rescued from Helping Hands; yellow lab Toby reminds her vey much of the dog in the film "Marley and Me" ("It was hard watching that movie, about the life then death of Marley, with Toby," she admitted), Abbie the Cocker Spaniel is reported to have very long eye lashes, and cat Marvin is now in his teens. "I really like Halloween," she said, "and dressed them all in costumes!"
Part of her job is to pull boxes for delivery or go to a customer to pick up boxes for storage; she hauled over 300 boxes one day in early December -- the combined weight of which is five tons! Asked why she became interested in warehousing, she said, "I seem to have a knack for it." We agree; she does.
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Jayhawk File Express Services
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Where is Your Medical Card?
 In your wallet? Along with your credit and social security cards? And military ID? And checkbook? And other information that someone could take and use?
The Office of the Attorney General of Kansas recommends that you leave all personal cards at home in a locked place. The only ID one is required to carry is their driver's license.
Imagine: someone steals your wallet, laden with all the above mentioned, and presents your medical card as their own at a hospital in Lawrence or Kansas City. The hospital is going to create a chart ... for you. Let's say that thief has diabetes or some other medical condition that YOU do not. What happens the next time YOU have to have medical treatment? It could be deadly.
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Business Tips
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Vehicles
When selecting a records management company, you need to demand the same standards of security and environment within a delivery vehicle as you do from the warehouse storage facility itself.
Questions to ask the company:
Do they use their own vehicles and delivery personnel?
Are vehicles equipped with GPS?
How are vehicles secured when stationary at pickup and drop-off points?
 | | Jayhawk File Express vehicles are clearly identifiable, maintained for optimum performance, and the media van is climate controlled. |
Do vehicles have appropriate security in place?
Are vehicles climate controlled (media only)?
Are vehicles designed for safe media transport?
Do vehicles undergo preventative maintenance?
Are vehicles equipped with suitable communications?
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Stats and Data | |
Shred Day, Nov. 13, 2010
Jayhawk File Express awarded a Certificate of Environmental Responsibility to Capital City Bank and The Housing & Credit Counseling Inc. for conscientiously collecting and destroying 12.3 tons of office paper during a shred day on Nov. 13, 2010.
The result of their efforts was the saving of:
295 trees
86,100 gallons of fresh water
49,200 KWh hours of electricity
738 pounds of air pollutant
39 cubic yards of landfill
Contact Diana Gillespie if your company would like to schedule a shred day.
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| Legislative Update | | Who Determines Records Retention?
The answer to who determines how long a record needs to be retained varies. A publicly held company has to answer to the Securities and Exchange Commission which, under various regulations, including the Sarbanes-Oxley Act, enforces retention periods of two, three, four or seven years, depending on the company and type of record.
Then there's the Federal Energy Regulatory Commission, which has its own set of requirements, extending from three years to five years the time companies need to keep certain types of pricing information.
The U.S. Department of Labor's Occupational Safety & Health Administration requires that some health-related records be kept for either 30 years or the duration of a person's employment plus 30 years.
Employment law enforced by the U.S. Equal Employment Opportunity Commission stipulates that documents about job applicants and personnel records be kept from one to three years.
For companies in the health-care industry, things get even trickier. Under the Health Insurance Portability and Accountability Act's Privacy Rule, for instance, the Department of Health and Human Services requires that certain records be held for six years.
So, how long do YOU keep YOUR records?? Our next Breakfast Briefing will help you make those decisions. See our next article to learn more.
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| Breakfast Briefing | | |
 Kevin Joerling, CRM
Kevin Joerling, CRM will present "Establishing a Records Management Program" at the Jayhawk File Express Breakfast Briefing on February 22, 2011 - Capitol Plaza Manor Conference Center, 7:30-10:00 a.m.).
Kevin earned his Certified Records Manager (CRM) designation in 1996. He is currently the Senior Records & Information Manager for Perceptive Software, and prior to this position, was the Senior Manager Standards & Records Management for ARMA International.
If you are interested in attending, please click here.
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