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We live in a different world now then we did just a little more than a month ago. Many people are isolated at home to avoid the cycle of contracting and spreading the virus. Those fortunate enough to have the option are now working remotely from the comfort of their own homes. With this shift in business comes a shift in the needs for those producing secure business records. With no office open, secure services have to come to your home insead.

This is not a new service by any means, onsite services at business and residents are all too common. What is new is the situation with the virus. In order to ensure compliance with regulations, our services are still coming to your location, but we have some changes with how to approach this in order to adhere to social distancing.

COVID Service Update

In order to ensure the protection of both staff and customers, onsite service requires a little more distance then usual. In happier times, our drivers would be happy to give you a hand shake and have a friendly chat while gathering up your material destined for the shredder. You’d then come on out to the truck and watch on the monitor with the driver as the papers get shredded. After handing over a signed certificate of destruction the driver will be off with a nod and a wink to the next client.

A keen reader will note that it sounds like a lot of close interaction, too close for the current situation, and you would be right. The current situation requires some distance.

To that end, what’s the new procedure with onsite services? Firstly, instead of having our driver come into your office, or work location, to collect the necessary documents, you should leave them near the front door. Keep them on the inside of course, no need to be careless, but near the front door, or a front room, for ease of access is best. When the driver comes in, keep well back to the CDC recommended distance. Your documents are gathered and then taken out to the curb for shredding in the truck as normal.

Now comes the part where you would normally come on out as well to watch the magic happen. We encourage you to still come out, but we can’t have you coming right up close any more as you might be able to guess. Remember the safe distances, observe the process, and you’ll be able to get the same old compliance shredding services you are used to.

We’ll all get through this safely in terms of information compliance, and health if we do what needs to be done.

If you’ve had the fortune to have your work switch to a remote footing, you may have been producing business records at your home for a number of weeks now. While it is always important to be on top of shredding compliance, there are times when you need to retain documents instead of just shredding them. While that is of course fine where necessary, what you need to make sure you are doing is storing them someplace secure. How do we define secure, and what can we do when faced with limited options? Let’s go over it.

What’s Considered Secure Storage?

So you’ve identified your documents to store, and are pondering the best way to do that. Below are some common secure storage options at home.

Desks And File Cabinets

These are probably the most likely options most people newly working at home will have. Desks with a lockable drawer are a decent option, though the quality of lock can vary a large degree. Chances are you’ll be fine using one of these since you are living and working in the same space everyday, but just keep in mind that they are not a perfect solution. The same logic applies to a file cabinet as does a desk drawer. A simple and good organization will also go a long way for you, and make sure you are shredding the documents as soon as you are required to in order to maximize safety.

Safes

A good old fashioned safe, perhaps the most secure option you could go for should you choose it. While it may not be the most convenient option, it is hard to beat the security offered by a safe. Safes are best used with the philosophy of “out of sight, out of mind”, so keep them some place people won’t casually see. While you don’t need a massive wall safe that’s secured right into the frame of the building, one that won’t be easy for someone to carry away is always a wise choice.

What About Documents Ready to be Shredded?

Not only do your important documents need to be stored securely, but documents you plan on having shredded must be kept secure as well.

Normally in an office that is set up for this you would find shred bins set up that you can drop documents in. Chances are you don’t have these at home, but you could if your need is great enough. Now it’s very unlikely that you will need the large bins, chances are you don’t have the space for them, luckily there are smaller options.

They come in a number of sizes, from consoles that easily fit in next to a desk, or larger units perfect for a room corner. These secure containers are by far your best options for secure storage. They are designed to easily fit into your work space, and are locked units with only a letter slot on top to allow papers in. As the professional choice, we can’t recommend these enough, especially with their compatibility with our residential shredding service.

If it is not practical to seek out a shred bin at this time, you’ll have to rely on what you have at hand. Making sure you have a separate lockable filing cabinet or safe for documents waiting to be shredded might be all you need. Just make sure you keep your end-of-life documents away from your retained documents. Accidentally putting a document in the wrong cabinet could have dire consequences.

For those who are solely digital, you also need to be safe with your data, but that is another topic already talked about. At the end of the day, if you are safe with your information and stay on top of compliance, you’ll get through this with no issues.

More and more of life’s tasks are handled online through various platforms. While it does make things a bit more convenient, it does have the side effect of putting information out there to be found. Data Breaches and data scams are occurring more and more these days, and there’s no sign that will change any time soon. With all this happening, what we need is to take some steps to protect ourselves online.

As individuals, we may not have the resources that big corporations have to fight cybercrime, but we are not without options. Sometimes all it takes is common sense to keep protected, but having education to back that up is the best. Offline protection is important as well, destroying old devices is what you need, but online protection is a bit more involved. We’ll look at 6 ways you can increase your data protection online.

6 Data Protection Tips

Keep Your Operating System Updated

No one likes having to update their OS, how annoying it is to turn off the computer, only to be faced with a massive update. While this may be the case, keeping things updated is a necessity. The updates come out for a number of reasons, one of which is they contain updates for any security issues that have been discovered. By falling behind on updates you are leaving your system vulnerable to possible attack. There is a reason updates are set to happen automatically, it keeps you from falling behind on those all important security updates.

Use Secure WI-Fi, Avoid Public Wi-Fi

Most people will have their wi-fi password protected, which is good. Hopefully your password isn’t obvious, put some thought and care into it. Also don’t name your wi-fi something that people can identify as being yours. What’s an even better idea then simply naming it something that isn’t traced back to you, is setting up your routers to not broadcast the network name. This is known as the Service Set Identifier (SSID).

Public wi-fi is one of those wonderful things that we have now, it can be pretty hard to find a place that doesn’t offer it any more. As helpful as it is, it isn’t risk free, and many people don’t realize this. Public wi-fi are far more vulnerable then private secured wi-fi, and with the amount of data going back and worth, it’s a buffet for cyber criminals. Avoid doing anything private on public wi-fi, don’t do your banking, make big purchases, etc. Save those types of things for when you know you’re on a secure network.

Delete Emails From Unknown Senders

It’s one of the oldest tricks in the book, and they still use it because people still fall for it. You get an email from your “bank” that requires you to immediately respond with some important details. And now you just willingly handed your details to the scammers. Don’t even open emails from senders you don’t recognize, or that seem suspicious in any way, just delete them. Be extremely suspicious of any emails with attached files, these will leave something nasty behind on your machine.

Set Up Two-Factor Authentication

An additional layer of security beyond your normal password, two-factor authentication is being used more and more. How it typically works is simple: when attempting to login to an account, after the password, you will be prompted to provide a unique PIN, or answer some security questions. The answer to the question is whatever you set it up as, the PIN is generated for you when logging in and is only valid for a few moments. PINs are typically texted to a phone number you provide, provided by an app you can download, or generated through a small device you carry around. The PIN is entered, and then you can login, but if the PIN isn’t used within the time limit, it is invalidated and login is prevented.

Vary Your Login Credentials

It’s easy for us to settle into the habit of using one or two passwords for multiple accounts. This is really not a good thing, if your password gets cracked all your accounts are vulnerable. Your best bet is to use different usernames and passwords for every account you have. Can that be hard to keep track of? Yes, of course, but it’s worth doing to maintain your security, as the pains of identity theft are infinitely harder.

Avoid Downloading Files From Random Places

There are plenty of sites out there that want you to download files from them, not all of which have honest intentions. Just like with files attached to suspect emails, downloads from strange sites can have nasty repercussions for you. Sometimes they trick you by having a link that looks like it will go to another page, but really is a download for a file. Before clicking, hover over the link for a moment and check the bottom of your browser to see the full hyperlink text. Anything ending in a file type is going to be a download, if it looks weird to you and you aren’t sure about it, just don’t click.

Food For Thought

These have just been a few tips to keep your data safe online, there are far more things you should be doing as well. It’s important to remain vigilant for your own safety, take some extra time with these things. You will be happy you did at the end of the day.

A1 Datashred COVID-19 POSITION STATEMENT

Update March 17, 2020

While it is the hope of A1 Datashred that the COVID-19 pandemic is short-lived, we wish all of our clients, good health during this time. And to ensure maximum transparency and clarity in reassurances provided by our company, A1 Datashred is issuing a complete detailed communication regarding its interim policies and actions related to the impact of COVID-19 outbreak on our clients and employees.

Because the situation is evolving, A1 Datashred will update this position statement as needed.

Interactions with Clients

Security: The security and integrity of the information clients rely on us to protect and manage will continue to be a top priority. The usual high standard of care A1 Datashred provides in that regard will remain unchanged.

Flexibility: At this time, unless instructed or arranged otherwise at the client’s discretion, we will continue to provide service as scheduled. To modify service, please contact A1 Datashred Customer Service at 888-957-4733 or info@a1datashred.com.

A1 Datashred will make every reasonable effort to amend that schedule if requested to meet clients’ needs. Should the client wish to curtail or reduce service during the outbreak, there will be no attempt to enforce contractual requirements. Service frequency or methodology may be modified at any point.

Employee/Client Interactions: Should service continue in any form, we have implemented explicit policies, instruction, and training to minimize the need for interaction among clients’ employees and others, including our employees adhering to the following:

A1 Datashred will continue to do its best to promptly address all inquiries and instructions. If due to staffing limitations, we cannot respond immediately, we will do so as soon as possible. We thank our clients in advance for patience during this time.

Regarding Data Protection & Integrity

It is well known that times of high stress create security vulnerabilities. Telecommuting and reduced staffing have the potential to put data security at risk and increase the potential for fraud and targeted email phishing. We urge all clients and employees to ensure the protection of regulated information is not put at risk during this period.

Clients should consider providing instructions and the means for remote employees to safeguard any information required to be retained, as well as the instructions and means for remote employees to properly destroy discarded information and media.

As it is also expected, the rate of business may well slow during this time; it may offer an opportunity to remove unnecessary, obsolete records and electronic equipment from the storage areas. Such records and electronic equipment are known to pose a recognized risk to data security.

Employment Policies

In addition to the employment policies summarize above, A1 Datashred has adopted other policies designed to protect our employees and customers.  For example, non-essential employees will work from home until further notice. Those working remotely are required to take home one of the security collection containers provided at each workstation.

We have instructed our employees that no employee should come into work if showing symptoms of influenza, including but not limited to fever, difficulty breathing, headaches, or muscle aches. Coming into work ill is grounds for termination. There will be no discrimination or negative repercussions for appropriately reported absences. Furthermore, should a family member or close personal associate with whom an employee has regular direct contact show such symptoms, employees are required to inform their supervisor and may be required to stay away from work.

Questions & Comments

While our phones will remain open, we request questions, comments, and instructions are emailed in as it provides a written record. Please send all such emails to info@a1datashred.com.

 

 

There’s something happening right now, and we all know what it is. COVID-19 is sweeping the globe, and a lot of people are seeking medical attention. With an influx of patients comes an increase of medical records being passed around. You would think that the predators might take a break giving the situation, but there is no rest for the wicked, they see only opportunity. So we really need to keep our medical records safe from theft during this period, just like all of them, but even more so now.

There are many things you can do, we’ll look at 5 of them to get you well on your way. Common sense supported by education goes a long way to keeping you safe from fraud attempts.

Our 5 Tips

Review Your Medical Records

Since these records are yours, and yours to view, you can easily take a peek at them when you want. Doing so keeps you on top of what procedures, prescriptions, and expenses you’ve incurred. By doing this, and keeping note of what you see, you can be on the lookout for anything suspicious. If you see anything untoward in your records, you’ll know they’ve been compromised, and can take steps towards correcting the issues.

Think Of Medical Records Like Financial Records

You wouldn’t want to share your financial records everywhere would you? Didn’t think so. Having the same attitude with your medical records will go a long way to keeping you safe. Share only the minimal amount of information you have to, and only with trusted sources, your doctor for example.

Even avoid posting on social media about your medical procedures and prescriptions. While your security settings may have it so that only your friends can see what you’re posting, this is not a fool proof method of staying on top of your security. Information has a way of spreading when you didn’t expect it to.

Be Skeptical Of Emails

All it takes is one click on an email you didn’t recognize that then leaves something behind on your computer. Less dastardly ones may require you to send back information manually, but no matter the method, the result is the same if you fall for it. You just handed out private information someone can use for information theft.

Decide Between Paper Or Digital

There’s a lot of options out there these days between how to store one’s records. More and more things that used to be handled through paper are being handled with digital options. This can lead to some of us having information across both, which opens up more options for people to come for your information. Choose what your prefered format is for files, take all necessary security precautions, and stick with that.

Store Records Securely

No matter what format you choose, keep records stored in a secure manner. For paper records, consider using a good safe that’s kept out of sight and out of mind. A lockable file cabinet can work if you’re lacking a safe, but they aren’t as recomendable.

Paper records also need to be destroyed after their retention period has passed. Digital files need good and strong passwords protecting your logins, and secure servers for your databases. Any information that was saved onto hard drives makes it necessary to destroy these devices at the end of their lifespan, which prevents data recovery attempts. The harder and less accessible records are, the greater chance you have of keeping your information safe.

Keep Yourself Safe

Be sure to remain vigilant for your medical records information safety during these times. It can be easy to forget this while COVID-19 is the main topic of concern, but once it passes, you don’t want to end up with more troubles. You don’t have to go it alone on the information protection front, certified help is available to you.

To our valued customers: we are remaining strong, dedicated to supporting our people and our community and we are taking the necessary precautions to keep our customers and staff safe. We would like to let you know that:

If you would like to learn more about our position statement, please read more here: https://a1datashred.com/a1-datashred-covid-19-position-statement/

Stay well and please reach out if you have any questions!

A1 Datashred

It’s everyone’s favorite time of year! Tax time! Ok, let’s be honest here, no one likes tax season unless you happen to be a professional tax accountant or otherwise work in taxes. For the rest of us, it is a time to dig through our finances and be generally annoyed.

During this period we must be on guard from all the tax scammers that will be coming out of the woodwork. While not limited to the tax season specifically, scammers are opportunistic predators who come and take advantage of specific events. One such event is, you guessed it, tax season. Knowledge is power, and knowing to be on the look out for scams is how you protect yourself from these predators.

Tax Season 2020 is here

Avoiding Tax Season Scams

How Do People Become Victims

It can happen in a number of ways, often when you’re least expecting it. We’ve all experienced the scam phone call, bonus points when it has the robot voice, claiming to be the bank or credit company, and telling you to stay on the line and speak to a representative. There’s also the classic email from the bank asking about an issue with your account, only you don’t actually have any accounts with that bank. These are some common approaches they take to get you, and while they can seem easy enough to spot, a momentary lapse in judgment can cost you.

These specific examples are what are called phishing scams, and they are messages designed to trick you into giving out some of your information. As mentioned, they’re primary form of attack is to disguise themselves as institutions you may be associated with and trust. They claim that you need to take immediate action on something, and ask you to confirm some details about your accounts before proceeding. If you give out some information that may seem harmless, they’ve got you. You can never be sure what exactly they’ve already got and you might just be giving them the last piece of the puzzle, the first piece is just as bad since they now have a direction to follow.

How Can You Avoid Becoming A Victim

For starters, get yourself educated on identifying scams so you can better detect them as they come. When you get suspicious emails, don’t even open them to see what it’s about. Simply delete them right away without engaging with it. Phone calls can be a bit harder to avoid engaging with, some people simply choose not to answer the phone for any unknown number.

Whether you answer or not, it’s simply a matter of not giving them any information. They may sound official and proper, but don’t take any chances. Provide no details. Any official would not be reaching out to you via email or phone for serious matters, nor would they ever ask you for private details in order to “confirm” who you are.

Since we are specifically thinking about tax season scams, a common one is the IRS imposter scam. This is exactly what it sounds like, a person or group posing as the IRS in an attempt to steal your information. These posers often demand immediate payment using some specific payment method. Sometimes they threaten legal action should you not comply with their demands.

The IRS will never do this, as they themselves say, if a true representative were to come to you then they will have official documentation along with identification. Furthermore, you can reach out to the IRS with the agents data to confirm that this person is who they claim to be. Additionally the only place they will ask you to make a payment to will be the U.S treasury, and they have payment options listed out on their official site.

When using a tax filing agency it would be wise to choose a known institution. If Jim Bob offers to do it from the RV, politely decline and go somewhere else. Tax agencies will be compliant with government standards and procedures. If they start asking you for details that seem suspicious, follow your instincts, educate yourself on what they should and shouldn’t be asking for. Don’t blindly go along with it, pause the whole affair before proceeding, and what is even better would be verifying the agencies credentials before even starting.

After Taxes

Once all is said and done with your taxes this year, you may be left with an abundance of records that you assembled and now have to do something with. Some you may be retaining for a while, and if so make sure you lock them down securely. For those that will be disposed of make sure you avoid throwing them in the trash. The order of operations here is to find a professional shredding service provider to help you out. There are always options for businesses and options for residents to stay safe and secure.

The scammers are always out there, and though activity can vary depending on the occasion, they are always looking for ways to steal information. Educate yourself, remain vigilant, and you will maximize your chances of avoiding an unfortunate encounter. Guess it’s time to start filing those taxes now…

One of the great advantages of receiving on site shredding services are the secure shred bins used as part of the process. They’re ability to securely collect documents awaiting shredding keeps you on top of compliance needs. So that’s good and all, but what are the considerations when placing these things? Sizing, ease of access, and common paper waste areas are all good ways to plan your bin placement.

Shred Bin Sizing

First thing is first. What size bin do you need? This is going to depend on a few factors: size of available space, and amount of material to be shredded. So what kind of space do you have? Obviously a smaller office is going to have less overall compared to a larger office, but you may be surprised where you can find some.

Is there an awkward corner that nothing really fits into well? Could be a good spot for a bin. Maybe those boxes in the corner can be cleared out and suddenly you have a new spot something can go in. With a surplus of space you can get a nice large bin, when space is an issue one of the desk consoles might be the way to go.

If you produce a large amount of files regularly, a larger bin is probably what you’d need. You could go another way and just decide to have scheduled service come more often. Whatever option you would go with just make sure it won’t leave any gaps on your compliance responsibilities.

Ease Of Access

Now that bin sizing has been taken care of, finding places to put them that won’t disrupt the office while still being easy to get to is the next step. If you only use the desk consoles or other small units, then this will be a simple process. For bigger bins this can be more challenging, hopefully while you were sizing up the available space you made note of places you can put these. If those spaces ended up not being easy to get to then it might be necessary to shuffle some things around.

Wherever the bins end up, it needs to be easy access for your staff. A streamlined and easy to learn document disposal procedure helps to lessen any information breaches that could occur. While some might be concerned about having easy access to their containers for security reasons, fear not, remember that they are locked at all times until shredding is happening.

Paper Waste Areas

This leads us finally to places where paper waste is likely to occur. Think of your office printer and photocopier. Sometimes those devices go wrong, and what do you do when a page doesn’t print properly? You toss it of course. So what happens if that page had really sensitive information on it? Placing a bin as close to this area as possible will reduce the risks being taken here.

It all comes down to the three things talked about here: shred bin sizing, ease of access, and paper waste areas. Keeping these three points in mind when choosing where to place bins will keep you on the right track. Infact, professional shredders will do the thinking for you if you happen to be bogged down in your work. Why not just ask one of them to help you out?