When storing documents such as medical records, insurance policies, bonds, and social security cards, a company has moral and ethical obligations to ensure those records are protected, and transporting them from one location to another is a tricky situation. To prevent privacy breaches or misplacing documents during transportation, build your moving game plan around these three essential tips:
1. Assign an Administrative Role
As the saying goes, too many cooks spoil the broth. Relying on a superfluous amount of people to manage a task may result in less-than-desired outcomes, and “less-than-desired” is most definitely not desired when handling confidential information. Rather, focus on assigning an administrative role that will oversee the packing, transportation, and unloading process as a whole. By reducing the responsibilities to one able, knowledgeable, and trustworthy person, you’ll eliminate potential confusion, missed steps, and conflicting orders associated with more than one manager. With only one head chef in charge, the kitchen will run smoothly.
2. Use Spreadsheets to Keep Track of the Boxes
Organization is key when moving sensitive records – there is no such thing as too many spreadsheets. When packing the boxes, ensure each one receives an identification number or letter, and list these on a spreadsheet along with each step of the journey the boxes must complete. Using this method, you will be able to account for every box every step of the way from the packing phase to the unloading phase. Also – time and capabilities permitting – include a list of the records placed inside each box. While it may be time-consuming, it helps ensure no records have been lost or misplaced, and if they have, then you know exactly what is missing.
3. Choose a Moving Company You Trust
Confidential documents should remain under watchful eyes at all times during the moving process to prevent privacy breaches, but sometimes no matter how vigilant you may be, hiring the wrong moving company may lead to identity theft. So do your research! Take the initiative to call companies and ask questions. Read reviews, speak with previous customers, and investigate their reputation. A reputable moving company should easily be able to provide details explaining how they ensure personal information stays private and protected throughout the process. Choose an ethical company you trust to respect the confidentiality of sensitive records.