Whenever your business is looking for a company mover for your upcoming move, it’s critical that you do your research to avoid hiring a mover that doesn’t have the knowledge and expertise to move your sensitive records while preserving a safe chain of custody. Bear in mind that picking a mover based primarily on price can lead to high costs later on if you think about the penalties connected with the theft or tampering of one’s company’s private records.
Selecting a Reputable Mover
By taking a while to get the most reputable office mover and records management company you’ll have got a massive step towards protecting your company from identity theft and other risks that can cause serious injury to your finances and reputation. Every company’s records include vital information-some of which can be confidential-that can only be relocated safely with a secure and methodical chain of custody process during the whole move.
While receiving quotes from moving companies, it’s your responsibility to perform your due diligence to make certain you’re hiring a trustworthy office mover. Here are some of the most crucial things to accomplish and consider:
• Research the mover by verifying the business is registered with the Department of Transportation, checking its status with the Better Business Bureau, and reviewing online feedback from previous customers.
• Check to see whether the business has RIM (records and information management) expertise. A regular mover will tell you that it can box up and move your records, but that only won’t do in the present increasingly complex world of compliance and legal issues surrounding the proper handling of records. An expert RIM company is a trusted advisor in not just securely Office Mover your records, but also in providing strategies for keepin constantly your records safe and in compliance long after your move. RIM movers stay up-to-date on the latest records and information management best practices so you can be sure your entire company’s critical information is protected.
• Ensure the business offers a variety of moving services which can be tailor-made to your business. Using a company that offers office and record moving in a single is not merely cost-effective, but reduces your liability from hiring multiple movers.
• Check to observe how any office mover transports your confidential records. Does the business use cardboard boxes or plastic crates? In that case, this can be a red flag. The best moving company will move your records with reusable gondolas which can be wrapped, sealed, and stamped to preserve the chain of custody and make the method as efficient as possible. You will reduce packing and unpacking time to get back up and running quickly with minimal downtime.
• Inquire about their employee background checks, employee requirements, and how it audits each move to ensure employees are following regulations, laws, and company policies.
Secure Chain of Custody
Your records are in high-risk for theft, tampering, and even loss throughout a move. Since files are taken off their locked, safe file cabinets, they could come in contact with numerous individuals and unforeseen events over the way. These records fit in with your company, not the mover, so you’re ultimately liable for their protection and should therefore only consider a company moving company that utilizes a safe chain of custody process.
When hiring a professional office mover that even offers records storage and management expertise, try to find cues that the business uses sound practice with securing the chain of custody by utilizing methods such as:
• Using locked containers
• Sealing containers in plastic
• Using security seals along with plastic covers
• Limiting authorization and signature between moves to a couple of individuals
• Offering tips to make certain your company is compliant with HIPAA regulations and other federal laws surrounding record moving
Reputable movers will understand how to protect your records and not merely follow these procedures themselves, but ensure you and your staff follows them throughout the moving process as well. If your brand-new office space is inadequate for storage, consider hiring a company mover that is also a records management firm. These firms can store your files in a safe, off-site location not to only lower your moving costs, but reduce your overhead and liability risks at your brand-new location.
Scott McNelley could be the CEO of Admiral Movers and Admiral Records Management. Called the elite residential and commercial moving company in Montgomery, Alabama, Admiral Movers specializes in total office move management. Admiral Records Management is Montgomery’s leading expert in secure chain of custody and records transfer, shredding, scanning, and document storage. Together, Admiral Movers and Admiral Records Management provide organizations with comprehensive move management solutions that not merely include moving physical assets, but also the sensitive information that really must be diligently protected during a company move to eliminate client liability and prevent data breaches. With 25 years of experience, Scott McNelley and his team enable clients to rest easier knowing all property and private data is moved securely on time, every time.