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Data Storage & Management Services

MyDataSite

Shredding Support

Welcome to the MyDataSite Shredding support page.  Place your mouse over the shredding storage support title on the right for help in a number of categories.  What should be shredded anyway? How long does the state say we need to keep records before shredding them?   If this list doesn’t have what you need please call DataSite at 206-859-2800 or email us at info@datasitenw.com

To schedule a service of your collection containers please contact us 206-859-2800 or email dbaops@datasitenw.com

What Do I Shred?

Who Needs Shredding? What Should We Shred?

If your company maintains any of the following, you need DataSite’s shredding service:

    • Medical/Patient Records
    • Films, X-Rays etc.
    • Financial and Tax Records
    • Account Numbers
    • Signatures
    • Company Correspondence
    • Personnel Records
    • Employment Applications
    • Payroll Records
    • Cancelled Checks
    • Invoices
    • Price Lists
    • Bids, Quotes or Proposals
    • Competitor Information
    • Bank Statements
    • Hard Drives, Disks, Floppies
      • Plastic Credit Cards and ID Cards
      • Magnetic Media
      • Maps and Blueprints
      • New Product Proposals
      • Inventory Lists
      • Confidential Memos Outdated Business Records
      • Information on Competitors
      • Advertising Misprints
      • Obsolete Inventory
      • Trademark Items
      • Customer/Client Lists
      • Legal Records
      • Computer Printouts
Container Options

High Volume Tote

Our most common and economical receptacle is our High Volume Collection Tote (23” w x 29”d x 42”h). The lock on top ensures your documents will be secure to internal personnel. Depending on the documents, these containers can hold 200-250 pounds of sensitive documents.


New Signature Series Consoles

The Signature Series secure collection console with its elegant finish is a compliment to any office décor.
Dimensions: 36”H x 21.5”W x 16”D
Capacity: 70-80lbs

Records Retention and Destruction Guide
The following retention periods shown are not offered as final authority, but as guideposts against which to check your company needs. Statutes of limitations, as well as regulations of government agencies pertaining to your business must be considered. A final precautionary step is to have your CPA or attorney approve your records retention timetable in its final form.

We have provided this example retention schedule that you can download. Please remember that this is an example only and should not be used as definite timeframes.

To download in pdf format click here.

HIPAA Statement

HIPAA Statement

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 go to: http://www.hhs.gov/ocr/privacy/hipaa/understanding/summary/privacysummary.pdf. See page 16 of 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

American Medical Association:
http://www.ama-assn.org/ama/pub/category/11805.html

DataSite Business Archives, Inc. (DBA) provides customers with the highest levels of privacy and security concerning their confidential information. DBA’s comprehensive procedures and policies are designed to protect the confidentiality of all client information at all levels of the organization.

Enacted into law in 1996, HIPAA issued regulations relating to the management of medically sensitive documents. The Privacy Rule became effective on April 14, 2003, while the Security Rule deadline is April 21, 2005. Under the act, DataSite Business Archives, Inc. is considered a “Business Associate”. Be assured that we have taken every precaution and followed every guideline to assure strict adherence to these mandates at all levels of our organization.

DBA will closely follow any new developments and regulations emerging from the Health Insurance Portability and Accountability Act and will quickly implement and update our own procedures to assure that DBA as well as our clients meet the compliance requirements of the Act. For more information about HIPAA and how DBA can help you become compliant, contact one of our Information Management Specialists at information@datasitenw.com

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