Privacy of Confidential Information

When transporting backup tapes for storage off-site, keep in mind that various laws have been enacted to protect the privacy of personal information. The increase in Identity Theft crime has caused the enactment of many of these laws. Various states have also enacted laws, starting with the states of California, Wisconsin and Georgia.

 The most famous of the laws is HIPAA, enacted to protect the privacy of patient information.

 HIPAA

Health Insurance Portability and Accountability Act (HIPAA), was enacted in 1996 and includes provisions intended to safeguard the privacy of patient health records. HIPAA is a significant piece of legislation with onerous penalties. For a full text of the SUMMARY OF THE HIPAA PRIVACY RULE from the Department of Human Services, available online. See page 16of this document in regards to specifically "securing records under lock and key.…and limiting access….."

Data Safeguards. A covered entity must maintain reasonable and appropriate administrative, technical, and physical safeguards to prevent intentional or unintentional use or disclosure of protected health information in violation of the Privacy Rule and to limit its incidental use and disclosure pursuant to otherwise permitted or required use or disclosure. For example, such safeguards might include shredding documents containing protected health information before discarding them, securing medical records with lock and key or pass code, and limiting access to keys or pass codes.

HIPAA LINKS

 

 GLB (Gramm Leach Bliley)

Gramm Leach Bliley (GLB) is another federal law with a much broader scope than HIPAA. The broad standards outlined in this law were designed to compel financial institutions to "respect the privacy of its customers and to protect the security and confidentiality of those customers' non-public personal information." Specifically, this law requires protection against "unauthorized access to or use of such records or information which could result in substantial harm or inconvenience to any customer." See page 1, section (b) (3) of Section 501 of the Conference Report and Text of Gramm-Leach-Bliley Bill published by the Senate Banking Committee.

GLB LINKS

 

 FACTA

The Fair and Accurate Credit Transactions Act of 2003 also known as the FACT Act was signed into law on December 4, 2003. In general, the Act amends the Fair Credit Reporting Act (``FCRA''). The Act contains a number of provisions intended to combat consumer fraud and related crimes, including identity theft, and to assist its victims

The Disposal Rule of FACTA, as proposed, requires entities covered by the rule to take "reasonable measures" to protect against unauthorized access to or use of information.

FACTA LINKS

 

What Media Should Be Stored

What Tapes, CDs, DVDs, etc. Should Be Professionally Stored and Protected

Electronic Media such as Backup Tapes, CDs, DVDs, etc. contain confidential information. Various State and Federal Laws mandate that you protect private information. In order to be compliant with the various state and federal laws and protect yourself, stockholders, employees, and customers/patients, you should protect all confidential and outdated material.

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Why Outsource Tape Storage and Rotation

The proper protection of all Tapes, CDs, DVDs, Hard Disk Drives and other electronic media which contain private - confidential information is everyone's moral and legal responsibility. You must take every precaution to protect the electronic media from those not authorized to have access to the information. In particular, it is important to protect the media from disgruntled employees, contractors and other visitors to your facility.

Reasons to Outsource Tape Storage and Rotation

Your electronic data will spend most of its lifetime in storage. You need a strong electronic data retention policy. You need a professional media vault company to become a partner with you to help implement your tape, cd and other data storage solution.

Off-Site Tape Storage Provides Unsurpassed Security

Storing your confidential tapes, CD's, DVD's Flash Drives and Hard Disk Drives and other data off-site protects them from unauthorized review and removal by those who are not authorized to see the records. 

Those unauthorized individuals could be disgruntled employees, outside contractors, vendors, etc who access to your offices. By using a professional Media Vault Company, you can limit who has access to your electronic data. The Media Vault Company personnel are background checked and the facility is monitored 24 hours a day to prevent unauthorized access.

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Typical Requests For Services

I would like to have a quote to store our back-up tapes (10) with daily delivery and pick-up of tapes. Appx 50 boxes
I\'m looking for an alternative vendor to provide offsite storage for our computer tapes. I would need daily dropoff and pickup of tapes in Boulder as they get cycled in and out. Do you have a Denver facility and do you provide this type of service?
Looking for an offsite storage for backup tapes.
STORE ABOUT 400 TAPES, AND PICKUP 2 OR 3 EVERY MONTH AND STORE THEM
Forced to close practice, Need records stored and point of contact for patients who will request charts in future.