In an age where data breaches make headlines and regulatory scrutiny is increasing across industries, NAID AAA Certified shredding companies offer a critical safeguard that many businesses still don’t fully understand—or value appropriately. Too often, vendors and prospects believe that simply “complying with security standards” is sufficient protection when it comes to data destruction. But as we know, there is a world of difference between compliance and certification.

NAID AAA Certified service providers not only understand the importance of third-party oversight—they live it. But if clients and prospects are not actively being educated about why NAID AAA Certification matters, there is a risk of being lumped in with providers who self-attest to standards without any external validation. Now, more than ever, it’s imperative to champion this message: There is no substitute for NAID AAA Certification.

The Compliance Myth

Many RFPs and procurement departments default to language like “vendor must comply with security standards” or “adhere to best practices.” While this sounds responsible, in practice, it means very little. Compliance without certification is often self-regulated. There’s no third-party audit, no proof of implementation, and no accountability.

This is where education is essential. We must clearly communicate that i-SIGMA’s NAID AAA Certification isn’t just about doing the right thing—it’s about proving it, through scheduled and surprise audits, employee background screening, rigorous protocols, and facility security requirements. It is a gold standard of trust, not a box to check.

Five Key Messages to Share with Prospects

To make our message resonate, we need to speak our clients’ language—risk, liability, brand protection, and cost avoidance. Here are five reasons you should be explaining why i-SIGMA’s NAID AAA Certification is non-negotiable:

1. Verified Oversight
   Only NAID AAA Certified providers are subject to routine, independent audits. This removes guesswork and ensures consistent, secure practices that are actively monitored.
2. Risk Reduction
   Non-certified vendors increase the chance of data mishandling, which can lead to devastating breaches. NAID AAA Certified companies have proven systems in place to minimize that risk.
3. Regulatory Compliance
   From HIPAA to GDPR, compliance isn’t optional. NAID AAA Certified providers are trained and validated to meet the legal standards that govern data destruction.
4. Cost Protection
   While uncertified vendors may offer cheaper services, the cost of a breach—fines, lawsuits, reputation damage—can far outweigh short-term savings. NAID AAA Certification is a wise investment in risk mitigation.
5. Reputation Management
   Your clients trust you to protect their data. A breach linked to a non-certified vendor can permanently tarnish their reputation—and yours. Certification gives them peace of mind.

Elevating the Value of NAID AAA Certification

Perhaps one of the most important reasons to educate others about NAID Certification is this: every conversation helps elevate its value. By helping companies understand what certification really means, we’re not just selling our services—we’re raising the standard for the entire industry.

When more organizations recognize and prioritize NAID AAA Certification, it strengthens its authority and credibility. It becomes the default expectation, not the exception. That momentum benefits every certified provider, reinforcing the value of the investment made in maintaining certification.

In other words, the more certified companies advocate for the certification, the more valuable it becomes—for i-SIGMA members, their clients, and for the future of secure information governance.

Embedding Certification into RFP Conversations

One of the most impactful steps in education is encouraging clients to include NAID AAA Certification as a requirement in their RFPs—not as a suggestion or guideline, but as a non-negotiable qualification. Language such as “Vendor must be NAID AAA Certified under i-SIGMA” provides clear direction and eliminates ambiguity.

We can also help procurement teams rewrite vague requirements and offer education sessions to explain what NAID AAA Certification entails. Whether it’s through webinars, one-on-one meetings, or even RFP response templates, this should be a part of the everyday sales process.

The Bottom Line: Certified or Not at All

Companies work hard to achieve NAID AAA Certification. It’s a badge of accountability, professionalism, and trust. But if the market isn’t educated on what that truly means, it allows uncertified providers to compete on an uneven playing field.

Be proactive. Be vocal. And make sure every vendor and prospect knows: There is no substitute for NAID AAA Certified shredding services. And in doing so, strengthen the standard we stand behind—making NAID AAA Certification the most recognized, respected, and required credential in the industry.

The post No Substitute for Certified Security: Why Educating Prospects on i-SIGMA’s NAID AAA Certification Is a Must appeared first on i-SIGMA.

We’ve likely all been there, right? You’ve just bought a new computer or phone, made certain it was installed correctly, following every bit of instruction down to the letter. And then, you let it be, hoping this new bit of technology is just as easy as it advertises on the box.

And yet, there it is–the telltale ERROR message that has you spending hours online, trying to figure out what exactly went wrong and what you need to do to fix it.

The fact is that technology isn’t foolproof, regardless of how seamless it claims to be, and even if it’s installed correctly, there is always a chance that it may fail at some point or another.

So, what do you do when this technology happens to be the Closed-Circuit Television (CCTV) that is required by your NAID AAA Certification? What should be your next step when there is a loss of data or outage outside of your control?

Well, thankfully, the i-SIGMA Certification team has a contingency for this exact situation so that you and your facility can avoid any issues with regards to maintaining your certification should this untimely event happen in the future.

But first, let’s start by both defining what is expected of a NAID AAA Certification with regards to CCTV monitoring and what an outage would look like.

CCTV Coverage and Outages

To be found in compliance with NAID AAA standards, all Facility-based operations are required to have a CCTV system that monitors all access points into the secure building/area in which confidential material is received, staged, processed and/or destroyed. Additionally, there should be enough clarity and lighting to identify both the people within frame as well as their activities, and recordings of these activities must be retained for 90 consecutive days.

Conversely, an outage of CCTV coverage is considered by NAID AAA Certification standards to be any issue that would result in a loss of data within this timeframe. As in, anything that causes the CCTV to lose footage or become corrupted? That would be an outage!

So, I Have Experienced an Outage. What Next?

If you happen to notice an outage of your CCTV coverage, the solution is simple; although, you must act fast! To still be considered NAID AAA compliant, you must provide notice of the outage to i-SIGMA’s Certification staff within 48 hours of its discovery.

You can do this either by calling any of our Certification staff (602-788-6243) or emailing the Certification inbox. Then, a Certification staff member will note this in our system so that any auditors are aware of the outage, and it will not be counted against you in a future audit.

Additionally, this outage procedure must be outlined in your policies and procedures to be considered in full compliance.

It’s that simple, really! By following these procedures, your business can proudly maintain its certification status without being at the mercy of technology’s failures and avoid any fines that may come alongside it.

Written by: Victoria Vale, i-SIGMA Certification Associate

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As our office places are prioritizing sustainability goals, what actions are needed to protect private sensitive data while also diverting from landfill dependence and making positive environmental steps?

Reducing paper waste in the office is a positive environmental step. We are less likely to press print on documents, emails, calendars and memos that are neatly sorted on our computers for our use. However, most businesses still house paperwork with private data like HR files, employee agreements, customer contracts, tax filings, legal documents, and other documents. These are the documents with sensitive, private data that must be protected. Recycling paper documents is preferred over creating waste that will be landfilled, however there is no data destruction promise made during the process. Paper is collected in collection containers, transferred to trucks and delivered to processing facilities and eventually paper recycling facilities for the process of pulping which creates new, recycled-content paper. This process leaves opportunities for breaches and is not a reliable chain of custody for a business to use. Placing paper in waste containers assumes risk as dumpsters allow access to anyone savvy enough to dumpster dive into documents containing social security numbers, addresses and other critical private information. Trash dumpsters on public property have no laws against removing contents. Shredding all paper documents, before recycling, is the best way to protect data and prevent breaches.

NAID AAA Certified businesses operate to standards that ensure security- all paper shredding services must be done in such a manner that paper cannot be reconstructed. Material must be cross-cut shredded and essentially reduced to paper fragments. These paper fragments are just as recyclable as complete documents, making NAID AAA Certified paper shredding the best choice for compliance and sustainability.

Paper shredding companies must comply with state and federal destruction compliance laws; these regulations are ever evolving and vary from state to state.  Document destruction service providers assume a high amount of risk in receiving sensitive data from their clients and in an effort to offer the most secure services possible, many top providers will take the voluntary step of becoming NAID AAA Certified. NAID stands for the National Association of Information Destruction, a non-profit organization that sets standards for the information destruction industry. NAID AAA Certification is the most widely accepted certification for data destruction companies globally. By adhering to NAID-certified procedures, businesses can protect themselves from legal liabilities associated with improper data handling and disposal. If a breach occurs, being NAID AAA certified can show due diligence in following best practices, potentially mitigating legal consequences. Choosing a paper shredding service provider that offers federal and state compliance as well as industry-leading certifications is the best plan towards preventing data breaches.

Find a NAID AAA Certified Company Today >>

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Every business assumes risk, and a good amount of these risks are foreseeable and therefore relatively preventable.  Other risks are more formidable. When news outlets are reporting data breaches from top global brands regularly; it poses the question: can any business manage the risk of data security?

The best practice for minimizing data security risks is to choose a NAID AAA Certified service provider who can provide guidance to protecting private data that businesses are obligated to safeguard.

NAID AAA Certification is important for businesses that handle paper documents due to several key reasons:

1. Data Security and Compliance: NAID AAA certification ensures that businesses follow strict protocols for the secure destruction of sensitive information. This is crucial for compliance with various data protection laws and regulations, such as HIPAA in the US for healthcare, and other industry-specific guidelines. Proper document destruction helps protect against data breaches and identity theft.
2. Reputation and Trust: Holding NAID AAA certification signals to clients, partners, and stakeholders that a business takes data security seriously. It builds trust and credibility, demonstrating that the company is committed to protecting sensitive information throughout its lifecycle, including during disposal.
3. Legal Protection: By adhering to NAID AAA-certified procedures, businesses can protect themselves from legal liabilities associated with improper data handling and disposal. If a breach occurs, being NAID AAA certified can show due diligence in following best practices, potentially mitigating legal consequences.
4. Operational Efficiency: NAID AAA certification often involves the implementation of standardized processes for information destruction. This can lead to more efficient and consistent practices within a business, reducing the risk of human error and ensuring that all sensitive information is destroyed in a secure and timely manner.
5. Customer Assurance: For businesses that manage client information, having NAID AAA certification provides an additional layer of assurance to customers that their data will be handled responsibly and destroyed securely. This can be a competitive advantage in industries where data security is a significant concern.
6. Audit and Verification: NAID AAA certification involves regular audits and inspections by independent third parties. This ongoing oversight ensures that businesses continuously adhere to high standards of data destruction, providing an objective measure of their security practices.

In summary, NAID AAA certification is crucial for businesses dealing with paper documents as it ensures compliance with legal standards, enhances security, builds trust, reduces legal risks, improves operational efficiency, and provides assurance to customers about the secure handling of their information.

Find a NAID AAA Certified Company Today >>

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According to our recent poll of almost 200 secure information professionals within our iG Direct E-Newsletter, we asked our members and subscribers, “which is the most important thing for clients to consider before scheduling a shredding service?”. While the most highly ranked answer of things to consider was on-site vs off-site shredding by 22.2% of respondents, all considerations below were closely ranked. Here is a look at ALL things to consider before you schedule your shredding service:

• Types of Materials: Clients should be aware of the types of materials that can be shredded. Not all service providers accept all materials (some may not accept CDs, DVDs, or hard drives), but many accept more than you’d think! Consider bundling your assets to create a package deal with your provider.
  • Tip: Did you know that your fax machine and scanner have a hard drive? Look into your contract and talk with your vendor about your right to wipe your data before returning the machine at the end of your lease.
• Confidentiality Agreements: Clients should consider the level of confidentiality offered by the shredding service, as well as whether or not the service requires clients to sign confidentiality agreements. This can help ensure that sensitive information is not compromised during the destruction process.
• Certification: Clients should look for shredding services that are certified by a third-party industry organization that conducts unannounced audits and ensures the company is adhering to all necessary regulations. For data destruction, you will want to hire an organization that is NAID AAA Certified by i-SIGMA.
• On-site vs Off-site Shredding: Clients should consider whether they want the shredding service to take place on-site, at their own facility via a mobile truck, or off-site, back at the service provider’s facility. On-site shredding can provide added security, as clients can witness the destruction of their sensitive information. Off-site shredding can be more convenient, as the shredding service may provide pick-up and delivery services.
• Cost: While cost is always a consideration factor in the hiring of any business partner and clients should consider the cost of the shredding services being performed along with any storage needs, they should always weigh this against the liability of a data breach.

“If you have a data breach and the issue happened because of the service provider you chose, you’re still responsible – it’s your data,” cautions Kelly Martínez, CSDS, Executive Vice President of Marketing & Operations for i-SIGMA. “And when the investigation happens and you have to demonstrate why that vendor was chosen, there is no regulation in the world that will let you off the hook because you selected based on price over security.”

• Frequency/Recurrence: Purge vs. ongoing service – Deciding how much materials your company has to destroy is an important factor when choosing which partner you will use for your services. Most companies will offer recurring services if desired, or one-time services if there is a large amount of materials accumulated that need to be destroyed. By continuing to have recurring services, this will be the most helpful to your business long term, as sensitive information won’t be sitting around your company for long periods of time.

Before scheduling a shredding service, clients should consider the types of materials that can be shredded, the level of confidentiality offered, the certification of the shredding service, the location of the shredding service, the cost, and the frequency/recurrence. By considering these factors, clients can make an informed decision and ensure that their sensitive information is securely destroyed.

Find a company that is NAID AAA Certified Today: https://members.isigmaonline.org/certifications/directorynaidaaa

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]]> https://isigmaonline.org/avoiding-the-everyday-scam/ Thu, 27 Jul 2023 22:36:00 +0000 https://isigmaonline.org/?p=6042 No one is impervious to hacking and phishing, not even the International Secure Information Governance & Management Association. Yesterday hackers were quick enough to send a pretty convincing trademark violation email through one of our email accounts. Luckily we secured the situation, although unfortunately many still received the email (If you did receive this spam […]

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]]> No one is impervious to hacking and phishing, not even the International Secure Information Governance & Management Association. Yesterday hackers were quick enough to send a pretty convincing trademark violation email through one of our email accounts. Luckily we secured the situation, although unfortunately many still received the email (If you did receive this spam email, make sure you do not click on the link, and make sure to delete from your inbox). In light of this, we thought we would revisit a previous article which covers some resources for managing and spotting day-to-day spamming and phishing attempts.

In a world where so many facets of our lives and the information we keep is held online, where we see passwords and security, hackers and scammers see opportunity. For a business, one way to avoid hackers is by keeping systems, processes, and passwords up to date. However, when it comes down to it, all of these things can fail with employee oversight, and simply not being able to spot a phishing email. So, what are some steps you can take today to protect your accounts from hacks? Here are some tips from the National Cybersecurity Alliance.

1. Use long, complex, and unique passwords. Every password should be at least 12 characters long and include letters, numbers, and symbols (like % or $). Ideally, your passwords should be random strings of characters, not recognizable words. Very importantly, each account should be protected by its own unique password. To create and store all these passwords, use a password manager! 
2. Switch on multi-factor authentication. Multi-factor authentication (MFA), sometimes called 2-factor authentication, adds a whole other level of security beyond your password. MFA will use biometrics, security keys, text messages, or an app to make sure you are you, even if a hacker gets access to your password. Enable MFA for any account that allows it! 
3. Think before you click. Learn how to identify phishing messages, which will often try to inspire panic or urgency. Take a few seconds to read through the message and who sent it. With a little knowledge, you can spot most phishing attempts within moments. 
4. Turn on automatic updates. The best way to get the latest, strongest security is to install software updates as soon as they are available – and the best way to know when they are available is to turn on automatic updates! Set it, forget it, and you won’t regret it!   

And for all your other everyday hacking attempts, here are some tips from the Better Business Bureau on how you can take diligence in protecting your business from unnecessary scam risks:

• Keep good records. Keep documentation of all orders and purchases. This will help you to detect bogus accounts and invoices.
• Most email platforms, including Google and Yahoo now allow you to unsubscribe from emails without clicking on any links within the email itself. If you never subscribed to the email to begin with, don’t click “Unsubscribe” at the bottom, but use your email platform’s Unsubscribe or Junk feature to remove the email.
• Be extra careful with payment procedures. Establish payment authorization procedures, including a multi-person approval process for transactions above a certain dollar threshold.
• Avoid some payment methods when possible. Wire transfers, pre-paid debit cards and gift cards are scammers’ preferred methods of payment. Always confirm that any requests for payment with untraceable methods such as these are verified by an authorized source. Also, try to pay by a written, company. That way, a paper trail has been created.
• Double-check vendors. Make sure that the business billing you is a business you’re familiar with and normally do business with. If not, question it. Get the name of the person you speak with, the company name, address, phone and website.
• Be careful what information you share. Do not give out information about your business unless you know what the information will be used for. Never provide personal information or financial details to anyone you don’t know.
• Protect your devices. Make sure you have proper computer protection software and a firewall. Don’t click on links inside unsolicited e-mails. They could spread malicious software or viruses.
• Spread the word. If your employees know about the scam, they’ll be more likely to spot it. Tell your colleagues too.

Should you receive any phishing emails, it is recommended that you forward these to the Anti-Phishing Working Group at reportphishing@apwg.org and the FTC at ReportFraud.ftc.gov.

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]]> https://isigmaonline.org/sec-adopts-rules-on-cybersecurity-risk-management-strategy-governance-and-incident-disclosure-by-public-companies/ Thu, 27 Jul 2023 21:13:09 +0000 https://isigmaonline.org/?p=6039 The SEC recently announced that it adopted rules requiring public companies to disclose material cybersecurity incidents they experience and to disclose on an annual basis material information regarding their cybersecurity risk management, strategy, and governance. i-SIGMA CEO Nathan Campbell provides comment on the recently adopted rules. Dear i-SIGMA Members, I’m writing to inform you about […]

The post SEC Adopts Rules on Cybersecurity Risk Management, Strategy, Governance, and Incident Disclosure by Public Companies appeared first on i-SIGMA.

]]> The SEC recently announced that it adopted rules requiring public companies to disclose material cybersecurity incidents they experience and to disclose on an annual basis material information regarding their cybersecurity risk management, strategy, and governance. i-SIGMA CEO Nathan Campbell provides comment on the recently adopted rules.

Dear i-SIGMA Members,

I’m writing to inform you about a significant update from the Securities and Exchange Commission (SEC) regarding cybersecurity disclosures for public companies. The new rules will require registrants to disclose material cybersecurity incidents and provide annual disclosures on their cybersecurity risk management, strategy, and governance. As a non-profit supporting information governance professionals, we understand the importance of proper policies and procedures that protect sensitive information. This new requirement has been introduced, aiming to enhance transparency and accountability in the face of cybersecurity incidents. As part of the regulatory changes, registrants will now be required to disclose any material cybersecurity incidents on the recently introduced Item 1.05 of Form 8-K. Under these rules, registrants must promptly report the nature, scope, timing, and material impact of such incidents. In most cases, the disclosure on Form 8-K will be due within four business days of identifying the incident’s materiality. Moreover, these new regulations also introduce Regulation S-K Item 106, which mandates registrants to provide detailed insights into their processes for assessing, identifying, and managing material risks arising from cybersecurity threats. This includes disclosures of the board of directors’ oversight and management’s role and expertise in handling cybersecurity risks.

i-SIGMA members prioritize safeguarding sensitive data, these disclosures will become a mandatory part of an organization’s annual reports. With these changes, the government is striving to strengthen cybersecurity practices and ensure that organizations are prepared to tackle potential threats effectively. Together, let’s uphold a secure and resilient business environment for all the clients we serve.

Thanks, Nate

You can read the full press release from the SEC here >>

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]]> https://isigmaonline.org/can-a-shredding-company-recover-lost-profit-after-a-truck-accident/ Wed, 14 Jun 2023 22:32:04 +0000 https://isigmaonline.org/?p=5995 By: Kelsea Eckert, Attorney The answer is often YES! A shredding company may have the right to pursue lost income from an at-fault driver and the at-fault driver’s insurance company after an accident. The amount of the claim will depend on the length of downtime, as well as other circumstances and applicable laws. Here are […]

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]]> By: Kelsea Eckert, Attorney

The answer is often YES! A shredding company may have the right to pursue lost income from an at-fault driver and the at-fault driver’s insurance company after an accident. The amount of the claim will depend on the length of downtime, as well as other circumstances and applicable laws. Here are a few points to consider:

Liability: To establish liability, be sure to gather evidence such as accident reports, witness statements, and video footage. Once fault is proven, demand payment for the repairs or totaled equipment, as well as the consequential damages. Consequential damage includes income lost while the shredder equipment was down.

Insurance claims: The shredding company should consider filing a claim with the at-fault driver’s insurance company right away. This adverse insurance company may be responsible for covering the direct losses resulting from the accident. These direct losses may include repairs or replacement of equipment, towing, hotel, rental of equipment, downtime, diminished value, etc.

Proof of losses: To support an insurance claim, the shredding company will need to provide evidence of the actual losses suffered. This evidence may include estimates and final repair invoices, out of pocket expense receipts, expert statements, financial records, business documentation, and other relevant records demonstrating revenue typically generated during the downtime period.

Legal proceedings: If the adverse insurance company disputes the claim or fails to provide a fair settlement, the shredding company may consider taking legal action to pursue compensation for all losses. Be aware: every claim has a ‘statute of limitation’. This is the time limit in which to bring legal action. Don’t let time run out!

It’s important to note that the specifics of pursuing insurance claims vary based on state law. Consulting with a lawyer experienced in accidents and insurance claims can provide shredders with the most accurate advice tailored to each specific situation. With your supporting documents and their help, you’ll be well on your way to reclaiming money that is rightfully yours.

About the Author: 

Attorney Kelsea Eckert, the driving force behind Eckert & Associates, PA, has been a legal advocate for small trucking businesses for most of her 35-year legal career.  As the firm’s lead attorney, she oversees all downtime claims handled by Eckert & Associates, PA. Working mainly with owner operators and small fleets, the firm provides invaluable counsel to countless small trucking businesses battling insurance giants.

Kelsea’s a big believer in the value of small business. She and her firm are adamant that owner operators and small fleets should receive the same treatment as the big guys. Kelsea’s passionate belief that even the smallest trucking companies deserve fair reimbursement for their repairs, downtime, and other out of pocket expenses is the foundation of her firm’s unwavering commitment to their clients. Kelsea’s tenacity, diligence, and belief in justice have made Eckert & Associates, PA a staunch ally of owner operators and small fleets across our nation.

Learn more about Eckert & Associates >>

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]]> https://isigmaonline.org/efficiently-keeping-your-business-in-compliance/ Wed, 10 May 2023 17:31:33 +0000 https://isigmaonline.org/?p=5940 Running a business can be a daunting task, especially when it comes to ensuring compliance with various regulations and laws. Compliance is important not only for legal and ethical reasons but also for the efficiency of your business. By partnering with an i-SIGMA Certified Company who has obtained either their NAID AAA or PRISM Privacy+ […]

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]]>

Running a business can be a daunting task, especially when it comes to ensuring compliance with various regulations and laws. Compliance is important not only for legal and ethical reasons but also for the efficiency of your business. By partnering with an i-SIGMA Certified Company who has obtained either their NAID AAA or PRISM Privacy+ Certification, your company is already leagues ahead in terms of compliance. The list below highlights ten things you can do to help run your business more efficiently, all of which are required of i-SIGMA Certified Providers. Find an i-SIGMA Certified Service Provider Here >>

Identify and prioritize compliance requirements

The first step towards efficient compliance is to identify and prioritize the requirements that apply to your business. Depending on your industry and location, you may need to comply with various regulations, such as data privacy laws, labor laws, and tax regulations. Make a list of these requirements and prioritize them based on their importance and impact on your business.

Create a compliance program

Once you have identified the compliance requirements, create a compliance program that outlines the policies and procedures for meeting these requirements. This program should be tailored to your business and should cover all relevant compliance areas. Ensure that all employees are trained on the compliance program, and make sure that it is regularly updated to reflect changes in regulations.

Hire a compliance officer

If your business is large enough, consider hiring a dedicated compliance officer who will oversee the compliance program and ensure that all employees are following the policies and procedures. The compliance officer should have a thorough understanding of the regulations that apply to your business and should be able to keep up with any changes in these regulations.

Use technology to automate compliance tasks

Technology can help you automate many compliance tasks, such as tracking employee hours, filing tax returns, and monitoring data privacy compliance. By automating these tasks, you can reduce the risk of human error and save time and resources. Consider investing in compliance software that can help you manage compliance more efficiently.

Conduct regular compliance audits

Regular compliance audits can help you identify areas where your business may not be meeting regulatory requirements. These audits should be conducted by an independent third party who has expertise in the relevant compliance areas. The findings of the audit should be used to improve the compliance program and make any necessary changes to policies and procedures.

Monitor regulatory changes

Regulatory requirements are constantly changing, and it’s important to stay up-to-date on these changes. Subscribe to regulatory newsletters and attend relevant conferences and events to stay informed about any changes that may impact your business. Update your compliance program and policies as needed to ensure that you are meeting the latest regulatory requirements.

Train employees on compliance

All employees should be trained on the compliance program and the policies and procedures for meeting regulatory requirements. This training should be provided on a regular basis and should cover all relevant compliance areas. Ensure that employees understand the importance of compliance and the consequences of non-compliance.

Implement a whistleblower policy

A whistleblower policy can help you identify and address compliance issues before they become serious problems. This policy should provide employees with a way to report any suspected violations of regulations or company policies without fear of retaliation. Ensure that all employees are aware of the whistleblower policy and understand how to use it.

Maintain accurate records

Accurate record-keeping is essential for compliance. Keep all relevant records, such as financial statements, tax returns, and employee records, organized and up-to-date. Use a secure storage system to protect sensitive information and ensure that only authorized personnel have access to these records.

Seek professional help

If you’re unsure about how to meet regulatory requirements or if you’re facing a compliance issue, seek professional help. Consult with a lawyer or compliance expert who can provide you with guidance and advice on how to meet regulatory requirements and avoid compliance issues.

Compliance is a critical aspect of running a business, and it’s important to ensure that your business is meeting all regulatory requirements. By following the ten steps outlined in this article, with the help of an i-SIGMA Certified Service Provider, you can help run your business more efficiently with compliance and reduce risk.

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1. Increased security: By storing data offsite, you can protect it from physical threats such as fires, floods, and theft, as well as unwanted employee access; good offsite security includes access control and protocols. 
2. Disaster recovery: Offsite storage can provide a reliable backup of important data in the event of a natural disaster or other emergency. 
3. Compliance: Certain industries, such as finance and healthcare, have strict regulations regarding data storage and protection. Offsite storage can help organizations comply with these regulations, especially if your service provider is PRISM Privacy+ Certified. 
4.  Cost-effective: Offsite storage can be more cost-effective than maintaining on-premises storage solutions, especially for businesses that don’t have the resources to invest in expensive hardware and software. 
5.  Flexibility: Offsite storage providers often offer different plans and options, allowing businesses to choose the level of storage and protection that best meets their needs. 
6.  Scalability: Offsite storage can be easily scaled up or down as a business’s storage needs change over time. 

Ensure that any company you are considering partnering with is PRISM Privacy+ Certified by the International Secure Information Governance & management Association (i-SIGMA). This is because you are giving custody of your organization’s confidential and proprietary information to a third-party, and all data protection regulations require clients to perform initial and ongoing due diligence and monitoring of records management service providers. A program like PRISM Privacy+ Certification is designed specifically to verify and monitor regulatory compliance as well as security best practices, fulfilling your regulatory obligation, when you might not even be sure what to ask. You can then ask the providers you are vetting to also show you case studies of how other companies have benefited from offsite storage.  

By considering these benefits and these steps, you can better ensure that your offsite storage experience is safe, secure, and efficient for your organization.  

Find a Record Storage Service Provider Now >>

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