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It’s good to keep things filed in boxes and drawers; it helps keep track of where a certain file is. At the same time, however, there is also the increased risk of the theft of multiple files in a box. It also makes stealing easier for thieves since the loot is nicely bundled or packaged in a single container—perfect for a quick getaway. An electronic file version of such a theft occurred at a hospice in Idaho in 2010. A laptop was stolen containing the medical records and other protected health information of their hundreds of hospice patients. E-files and hard paper copies may be distinct files, but the impact of the loss is no less than the other. If these paper files were no longer relevant, or have been filed away electronically with back-ups, the proper course of action for them would be document shredding in Los Angeles. More than two years later, the Department of Health and Human Services (HHS) announced the hospice case as the first breach settlement of HIPAA where less than 500 people were affected. Apparently, after the laptop was stolen, the hospice failed to notify patients of a personal record breach. The HHS asked the hospice to pay $50,000 in settlements, which the latter agreed. Under federal law, a medical facility is responsible for protecting the records of its patients be it paper or electronic files. It doesn’t take rocket science to realize that a simple case of theft had left a devastating mark on the hospital’s reputation and the patients affected. Reporting breach of personal records is one of their responsibilities. When you’re shifting to an electronic means of storing information, it makes sense to get rid of the old system. Have Los Angeles document shredding services destroy every piece of paper on the archives as soon as the files have been backed up electronically. However, make sure that the new system is as secure as (or more secure than) the old. Sometimes, all it takes is a simple swipe when no one’s looking to wreak havoc on your business. Get the full story by visiting the HHS website at HHS.gov and learn from the experience. The job of securing files, paper or electronic, never ends.
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