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I am preparing for a scanning project to utilize my current off-site records storage vendor to digitize PII and IP. I am amending our contract to add stronger verbiage to the confidentiality section that will incorporate the vendor’s employees who will have access to the information. Does anyone have verbiage or guidance you can share? Thanks!
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Birdie Adams
Records Supervisor
Georgia Pacific
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Birdie,
Wouldn’t this be something you would want to get from your legal dep’t/external counsel?
Yes, I am working with a Data Privacy attorney and we are exploring industry best practices before amending our vendor contract. Thanks!
Hi Birdie,
Full disclose – I am a vendor; but I would happy to send you some great verbiage on privacy requirements. For example, full background checks, security training documentation, project processing requirements (i.e., no cell phones or recording devices, etc.)
Shoot me an email if you would like and I’ll send you our security processes that you can ingest into your vendor’s contract! astratton@…
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Anna Stratton
Director,Document Management Services
Bradford Systems Corporation
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Thanks Anna! My email address is Birdie.Adams@….
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Birdie Adams
Records Supervisor
Georgia Pacific
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ale1960b@…
Thanks, and include me as well.
Alexander Babin
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Alex Babin
RMA
Personnel
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Full disclosure – I am also a vendor. An important part of security needed is in the scanning itself. It is important to maintain a tight “chain of custody” and integrity of the documents themselves during the scanning process. Ideally, you would have 1 person who opens (file or envelope) and preps and scans in a one touch environment vs the traditional way of having to handle and pre-prep and stack and transport paper to the scanner. If questions, please provide your email address and I’ll send you a diagram. Be well.
Vanna Robbins (vrobbins@…)
OPEX Corporation
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Vanna Robbins
OPEX Corporation
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