Category Archives: American Bar Association

Why your Organization needs a Records Management Program

Written by: 
Allen Podraza ECMp, ERMp, SharePoint p

Do you know what records your organization must keep and for how long, to comply with federal and state statutes and regulations? Have you identified and preserved your organization’s vital records ensuring they are available in case of disaster? If you are involved in litigation, do you know where your organization’s electronically stored records are located and how they can be searched and accessed? If your organization completes an IRS Form 990, will you be able to answer “yes” to the question asking whether your organization has a records management program in place?


Between 70-80% of an organization’s processes are still being managed on paper.

Isn’t it time you looked in records management?  No Job is Too Big or Too Small!

Small Business Packages

    Accounts will automatically upgrade to the next business package once the box quantity exceeds the current package limit and the monthly fees and services will apply accordingly. Once an account exceeds the 200 box threshold of the Platinum Package the account will automatically upgrade to the standard account rates.

    *Additional fees may apply for extra services required.
    ** Box sizes (units) are considered as follows:   Size 1 = under 1.2 cubes (1 unit); Size 2 = 1.3 to 2.0 cubes (2 units) (including x-ray boxes) and Size 3 = 2.1 to 3.0 cubes (3 units)

    Sensitive Information: How is your business handling it?

    Security and data breaches are ever present to companies no matter what the size. A few questions to ask yourself about your business and it’s sensitive information.

    1. What sensitive data does your business manage and where due you keep/store these records?
    2. Is it easy for these records to be duplicated?
    3. Are your records encrypted? 
    4. What is your privacy policy on sensitive data/records? 
    5. Is the privacy policy clearly communicated to employees and reviewed on a regular basis?
    6. A’s hire A+. If an employee is to has access to sensitive information, what is to prevent them from sharing it?
    7. What type of IT services do you need to protect your records? 
    8. Are passwords and software updated regularly on all computers? 
    9. When an employee leaves what procedures are in place to retrieve records, shut down access to computers and networks? 
    10. Shred it don’t leave it laying around, what policies has your company put in place to regarding data destruction?

    Advice on handling wet & moldy records

    Hurricanes, Floods and Basement flooding is more and more common. Records kept in unsafe places can turn into a nightmare.

    Paper records and electronic devices often are among the items damaged by rain or flood water, and organizations must determine whether and how to restore these documents or to securely destroy them. NAID says it recently published two articles describing the disposition of wet records and how to handle moldy records. 

    NAID CEO Robert Johnson says, ”In the event wet paper records are old enough to discard, disposing of them in a secure and safe manner is still a struggle. On the other hand, if the records have not reached their legal disposal date, there are still some basic steps that allow organizations to avoid problems due to their loss.”

    Link to this Secured Business Destruction Magazine article:

    It’s just that easy…

    Have you ever visited someone’s office and noticed a confidential client file left open on their desk?

    Is there one shared printer in your office that employees collect printed materials from sporadically?

    Has the receptionist at your doctor’s office ever called you to the window and asked you to update your file while another patient’s file was sitting on the desk?  These are all examples of data breaches. What can you do to keep them from happening? Let Elmwood Records complete a needs analysis for you and help you eliminate your risk.

    Records and real estate

    Each four-drawer file cabinet holds an average of 10,000 to 12,000 documents, takes up to 9 square feet of floor space, and costs $1,500 per year. That’s a lot of money and real estate! Have you explored the cost savings of sending your records off-site?  

    Mitigating Risk

    Records management and archival systems help organizations avoid risks to their finances, their employees, their brand and more. Everyday companies have to deal with stolen laptops, missing files, website hackers, and enterprise system security breaches.  Isn’t it time your organization started investigating ways to mitigate risk?

    Are your Business Records Safe from Intrusion or Misuse

    data breach is a security incident in which sensitive, protected or confidential information, business records or data media is copied, transmitted, viewed, stolen or used by an individual unauthorized to do so (including a disgruntled employee).

    Incidents range from purposeful attack to careless disposal of hard-copy business records or data media storage. Millions of business records including confidential or sensitive personal or corporate information were involved in security breaches in the United States last year alone.

    The departure of a trusted staff member with access to sensitive information can become a data breach if the staff member retains access to the data subsequent to termination of the trust relationship.

    Isn’t it time to protect your valued business records in a “Trusted Environment” where only authorized individuals can access them.

    Elmwood Records Management is ready to help.

    Deciding when it is Time Send Records Off Site

    If there is one thing every lawyer has plenty of, it’s paper: motions, pleadings, contracts, invoices, letters and other documents, either gathering dust in banker’s boxes or filling up file cabinets.

    The problem can be especially acute for solos, since solo practitioners typically have finite space for files — both in their offices and on their computers.
    The obvious solution is to get rid of some of those documents. But which ones, and when?
    Apart from the general rules regarding the safekeeping of client property, the American Bar Association has rules regarding retention of records for attorneys. But such entities do offer guidelines, such as keeping copies of all files for at least 10 years to protect against potential malpractice claims.
    It’s not necessary to hang on to records for on site for 10 years. Send them to Elmwood Records Management