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ProFILE Receives AAA Certification From NAID

Posted by Kevin Endres - Oct 04, 2011

ProFILE Receives AAA Certification From NAID

On September 26, 2011, ProFILE received the coveted AAA Certification from the National Association for Information Destruction (NAID).  ProFILE is only one of 9 AAA Certified Plant Based Shredding companies in all of Michigan.  ProFILE is the only AAA Certified company in all of Northern Michigan and the Upper Peninsula.

To obtain the Certification, ProFILE underwent a year of rigourous auditing of employees, equipment and the facilities insure that our operations kept your infortmation confidential and secure.

Some of the security specifications that NAID auditors verify:

  • Persons with known history of related crimes are not employed
  • Security and operations policies and procedures are written and followed
  • Destruction equipment is functioning properly
  • Access to materials is restricted at all times
  • Containers and vehicles protect information from unauthorized access at all times during Transport and Processing
  • There is an audit trail, including CCTV image capture and retention, and a thorough, documented chain of custody.

Some of the laws in the United States require Written Information Protection Policies and Procedures, including written criteria for the selection of third party data processors, such as secure destruction services.  They are:

  • HIPPA (Health Insurance Portability and Accountability Act)
  • GLB (Financial Services Modernization Act)
  • FACTA (Fair and Accurate credit Transaction Act)
  • Red Flag Rule (Amendment to FACTA)
  • State Data Protection Laws

If you are required to comply with any of these laws, using a NAID AAA Certified company will protect you and your employees, but most of all, provide your clients with a peace of mind.


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Free Shredding April 18 - April 22, 2011

Posted by Kevin Endres - Apr 07, 2011

Free Shredding April 18 - April 22, 2011

 

EARTH DAY IS APRIL 22!

And ProFILE is providing FREE SHREDDING!

To celebrate "Clean Your Office Files Week, April 18 - 22", we're providing FREE Confidential Shredding and Recycling.  Here's how it works:

  1. Collect the office paper that you would like shredded and recycled.
  2. Drop it off at ProFILE (3820 Cass Road) fbetween 9 am - 3 pm, Monday, April 18 - Friday, April 22.
  3. We'll SHRED and RECYCLE it at no charge.

SHREDMONSTER - Saving a Forest Near You!


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Beware of Your Office's Digital Copier/Scanner

Posted by Kevin Endres - Apr 07, 2011

Beware of Your Office's Digital Copier/Scanner

We all love technology, but sometimes it's hidden secrets can be a ticking time bomb waiting to exploit us and our business.  Do you use a digital copier/scanner in your office?  If so, you will want to watch this video report from CBS News.  That Copier/Scanner may be holding plenty of confidential information that identity theft hackers can't wait to get their hands on.


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Using A Shredding Service Saves The Environment

Posted by Kevin Endres - Jan 27, 2011

Using A Shredding Service Saves The Environment

ProFILE's Shredding Service is not only a good compliant solution for your business, its GREEN! All of our Shredding is recycled through our partner Louis Padnos Iron & Metal. Thanks to our clients, we recycled 850,000 pounds of paper in 2010!

This recycled paper is turned into post consumer products. Our recycling saved:

  • 7,182 trees
  • 2,957,140 gallons of water
  • 1,394 cubic yards of landfill waste
  • 25,347 lbs of air pollution
  • 33,737 gallons of oil

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Using An Digital Document Management System Will Save You Money

Posted by Kevin Endres - Jan 27, 2011

Using An Digital Document Management System Will Save You Money

By creating digital files right from your computer instead of printing them, or scanning paper files into a digital format, and then storing them online will save you time and money!

For example, say in an office it takes an employee 5 minutes to walk to a file cabinet, search for a document, and return to their desk to complete the required task.  After the task is complete, the employee must return to the file cabinet, file the document and return to their desk.  That is 10 minutes spent on one file for one task.  What if that person completes that same routine four to six times a day?  That is 40-60 minutes of a work day spent walking and searching for information.  If that is a $15/hour employee, the costs associated with this routine could be a savings of $2,600-3,900 per year, per employee.  What if you had multiple employees’s completing this same routine each day? The increase in productivity using an online storage service can be staggering over the course of a year.


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10 Questions You Should Ask About RIM Services

Posted by Kevin Endres - Jan 27, 2011

10 Questions You Should Ask About RIM Services

Before choosing a professional to handle your comany's information management needs, ask these 10 important questions.  We have provided answers as they relate to the services that ProFILE provides.

Can I access information 24 hours a day, seven days a week, 365 days a year?

  • ProFILE can pull the required piece of information and deliver it to your business typically within that business day.  If you prefer to archive and store your documents digitally, you can access your files anytime, anywhere utilizing our Filegofer online document management system.

Are your employees required to sign confidentiality agreements?

  • Yes.  All of our employees have signed confidentiality agrgeements and they can be viewed in our office at your request.  In addition to the confidentiality agreements, all of our employees have been run through background checks and random drug screening tests.

Do you allow employees to smoke on the premises?  What measures do you take to protect information in the event of fire?

  • Our facility is a smoke free facility.  The building is equipped with state-of-the-art smoke detectors and monitored by a third party emergency response company.  Our media vault provides extra security with a 2 hour rating for fire.  Our facility is fully insured in the event of a fire.

Can I review and photocopy documents onsite? How large is the client viewing area? Are there any time or volume limits?

  • ProFILE will pull any files requested by the client.  We do have an area within our main office for viewing of documents.  Photocopies can be made for the client to take with them.
  1. Are your magnetic media storage facilities and transportation vehicles climate controlled.
    • Our Media Storage Vualt within our facility is both secure, 2-hour fire rated, and climate controlled.  Our transport vehicle for media transportation is climate controlled.  All magnetic media is transported in TURLTE Data Transport Cases

What is your normal turnaround time for pickup and delivery? Are emergency delivery services available?

  • Our normal turnaround time for delivery and pick up is usually same business day.  For clients located within another geographic location, information can be overnighted.  ProFILE does have staff on call fro emergency delivery services.

What security measures control access to the building and ensure my confidential information is protected?

  • Every visitor entering our facility must report and sign in through the front entrance.  They are given a Guest Badge that indicates they are a Non-Access individual.  All Guests are accompanied at all times by an Access Employee.  Our facility is monitored throughout by digital closed circuit cameras. All exterior doors are locked an monitored by a third party alarm company.

What type of inventory tracking system do you have in place?

  • With our computerized bar-coding system, you can be assured of rapid and accurate retrieval of your records. Your records are bar-coded so that we can find exactly what you need in a matter of minutes.

Does your facility have measures in place to protect my company's information against damage from natural disasters, such as earthquakes and flood?

  • One of the great things about being located in Northwest lower Michigan, we are protected from almost all natural disasters.  We don't experience earthquakes, tornados, tsunamis, or flooding. We may experience the occasional snow storm in winter, but nothing to harm the saftey of your records.

If any information needs to be destroyed, what's the process?

  • Because ProFILE also provides confidential shredding services under the same roof in a seperate secured area of our building, the process is seemless.  The same security systems are in place, your documents are handled by the same vetted employees, and they never have to leave our facility. After completion of the shred job, you will receive a Certification of Destruction for your files.

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Red Flags Rule Enforcement Now In Effect

Posted by Kevin Endres - Jan 17, 2011

Red Flags Rule Enforcement Now In Effect

After being postponed 5 times, enforcement of the Red Flags Rule (RFR), went into effect on January 1, 2011.  The Red Flags Rule is one of the 19 provisions of the Federal Trade Commission's (FTC) Fair and Accurate Credit Transactions Act (FACTA) passed back in 2003.  Do not confuse the Enforcement issue with the Compliance issue.  The compliance deadline for the Red Flags Rule was back on November 1, 2008. But, up until January 1, being out of compliance with the RFR was an infaction comparable to jaywalking.  The FTC can now assess FACTA's non-compliance fines of $3,500 per violation. 

The FTC estimates that 11 million businesses (nearly 40% of all businesses in the US) must comply with this law by requiring them to develop a written ID Theft Prevention Program. So what does the RFR say:

  • "The final [Red Flags] rules require each financial institution and creditor that hold any consumer account, or other account for which there is a reasonably foreseeable risk of identity theft, to develop and implement an Identity Theft Prevention Program (Program) for combating identity theft in connection with new and existing accounts"

The FTC defines a "Creditor" as:

  • "Under the Rule, the definition of "creditor" is broad and includes businesses or organizations that regularly provide goods or services first and allow customers to pay later"

The financial instituiton or creditor must also maintain a "consumer account, or other account information for which there is a reasonably foreseeable risk of identity theft."

So what does your business have to do to be compliant? The 30-second elevator pitch goes something like this; Develop a Program that documents the policies and procedures by which your organization will detect, prevent, and mitigate identity theft.  The plan must be written, be signed off annually by the board of directors, owner, or senior management, and reviewed annually.

ProFILE, as a member of NAID, is equipped with a Compliance Toolkit to help your business produce a portion of this program as it relates to your Information Destruction.  If you are interested in utilizing this tool, please contact us to schedule an in-office compliance consultation.


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GT ProFILE, LLC | 3820 Cass Road, Traverse City, MI 49684 | Ph 231.947.4717 | Fax 231.947.2477 | © 2017