Beltsville, MD (PRWEB) January 28, 2010
Requiring a high standard of security and compliance when outsourcing document conversion services or scanning of paper files and data indexing normally associated with a document management solution, should be part of any organization’s data privacy plan. Protection against personal identity theft and unauthorized disclosure of confidential information should be a critical part of any outsourcing decision.
As the country celebrates Data Privacy Day they must not only consider digital data residing within their computer infrastructure; but must also protect the information currently in paper form or scanned digital images in document management , ERP, financial, HR and line-of-business systems that are part of their organizational processes every day.
When selecting an outsourcing vendor for scanning paper documents, engineering drawings, medical records, educational information, employment records, financial information, and government vital records, there are several important things to look for during the evaluation of vendors you might do business with:
SAS70 Type II Certification for Document Conversion Services – Policies and procedures audited by an independent third party firm to assure compliance and track chain of custody from the time documents are received or picked up at a client location until images and data are returned.
PCI DSS Certification – Protection against personal identity theft when documents contain financial information that could be abused if it falls into the hands of dishonest people or computers are hacked.
Employee Background Investigations – credit checks and CORI checks on all employees before hiring.
Employee and Visitor Confidentiality Agreements – Requirements of vendor certification as well as written confirmation of security requirements and policies for information and data prior to allowing anyone into a service provider’s faculty.
Building Access and Security – 24X7 Security by an experienced and qualified agency, and tight access controls through multiple levels of personnel identification before entrance to the facility is granted.
Employee Training on Security and Confidentiality of Client Documents – It is no longer acceptable to say you will protect customer information; you must document how you are going to do it plus educate and monitor employee compliance.
Software-as-a-Service – If you are considering an outsourced hosted solution with information access over the Web, you must be assured of an effective encryption, redundant back-up, and have a documented disaster recovery plan.
Dick Aschman, CEO, of DataBank noted; “Protecting the privacy and confidentiality of client documents and data is a very important aspect of our business in these challenging times. The investments we have made in business processes, protecting our infrastructure, screening our personnel, and obtaining independent audit certifications are focused on providing industry leading levels of security for document conversion services and data management at all of our full-service facilities throughout the nation.”
Chuck Bauer, president and COO, said; “We are pleased to see the emphasis being placed on privacy and security in our industry. Events such as Data Privacy Day bring much needed attention to how people protect their information still on paper and while at a vendor facility for conversion to digital imaging. The government and major corporate clients we serve select DataBank because of our quality and our security and compliance infrastructure.”
About DataBank IMX
DataBank http://www.databankimx.com has rapidly become an industry leader in document management and document conversion services with nine state-of-the-art production centers nationwide.
DataBank is a national full service provider of document management solutions and document scanning services. They provide a comprehensive range of imaging services, document management software, web-based document hosting, and end-to-end vertical industry Enterprise Content Management (ECM) and department-level solutions for companies and organizations that want to improve their document imaging and information management processes. As an Industry leader,
DataBank understands its customers’ business environments and is delivering value-added application solutions and services to thousands of clients throughout the United States.
DataBank enjoys industry partnerships with document management and technology organizations from around the world, and has recently received national recognitions for its performance and quality by Verizon Business Services, Kodak, Hyland and Digitech. DataBank also understands the importance of protecting vital information belonging to its clients with SAS 70 Type II and PCI certifications, and assists their clients in complying with HIPPA, FERPA, and other government and internal regulations.
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DataBank, a Leading National Provider of Document Conversion Services, Stresses Importance of Data Privacy Day 2010
