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Preventing Business Identity Theft When Moving Offices by Steven Smith
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Preventing Business Identity Theft When Moving Offices |
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Business
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It is a business's responsibility to protect the identity of its employees and customers. Regardless of the industry, companies must perform their due diligence to prevent business identity theft at all costs-especially for businesses moving offices. Medical offices have further identity protection obligations. With the pass of HIPAA, medical offices and physicians must protect patient information and identification at all times. Businesses need to be aware of the many potential business identity theft threats and consequences during relocation, especially since they can cause millions of dollars in damages and ultimately lead to the destruction of the business itself. Utilizing a Secure Chain of Custody Procedure Every business must employ a strict chain of custody protocol during relocation. A secure chain of custody procedure is critical for preventing business identity theft and that of employees and customers. To create an effective procedure, businesses must document, pack, load, and seal all files prior to moving. During the moving process, an employee is in charge of monitoring, handling, and checking the seal on document storage containers for tampering. A secure chain of custody can create an added layer of protection against data breaches and business identity theft, and it is an important tool for government entities, medical offices, large corporations, and small businesses alike. Data Storage Options - Protecting the Physical File Too The electronic age has made storing data electronically easier, but not necessarily safer. Private records can be scanned, protected, and stored virtually--seemingly avoiding the risk for business identity theft. That being said, most businesses that use electronic storage still have physical records. These items are often stored haphazardly in basements, closets, or unguarded record rooms. During your office move, these physical records can easily be picked up and taken out of the establishment by moving personnel with access to all areas of the building. Therefore, business owners need to secure these files-either through a chain of custody or other secured transfer method-to ensure physical data is protected just as highly as electronic data. Opening the Door to Business Identity Theft It is not difficult for someone either within the company or an unscrupulous mover to access private data and personal information. In a large office move, a thief can gain access to thousands of identities. Failing to protect this sensitive information opens the door to lawsuits and other liability issues. Unfortunately, for a business's customers, finding out about this identity theft can take months, if not years. Not only does this create a nightmare for the customer, but it can create issues for the business as well. Businesses, especially those dealing with HIPAA records, can face client lawsuits, fines and charges from government agencies, and bad press which can have lasting harmful effects. Tips for Avoiding Data Breaches and Business Identity Theft A company that fails to protect private data is just as liable for the use of that data as the identity thief himself. It is imperative that business owners hire a reputable office mover that also specializes in secure records management. These companies are familiar with HIPAA procedures, chain of custodies, and corporate moving. Business owners should avoid utilizing companies that are not experienced in records management because traditional moving companies focus on one thing: moving your office. They are not required by government regulations to perform background checks on employees, and they can hire temporary movers to help offset the costs associated with providing office moving services. Since these companies are not responsible for maintaining the chain of custody on your documents, they are not liable if a data breach occurs-including one from their own permanent or temporary workers. Companies need to be aware of the financial burdens associated with a data breach that leads to business identity theft. The costs alone to settle with victims can be catastrophic, especially for smaller operations. In addition, business's with a history of data breaches may find that customers lose trust in their brand, paving the way to a limited customer base and even bankruptcy in the wake of higher scrutiny and negative press. Business identity theft is a growing problem that affects any size business in every type of industry. And, unfortunately, the identity theft risks associated with moving are here to stay. Before you hire an office mover, make sure to ask whether the company performs background checks, the extent of the background checks, whether they use temporary employees, and whether all employees have been well-trained on secure chain of custody procedures during an office move.
Related Articles -
ID Theft, ID Theft Protection, Identity Theft Protection, Protect Your ID,
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