Records Management

Paper Cuts has been proudly providing superior records management services across Southern California since 2004. Our loyalty, experience, and dedication gives us an edge in understanding the subtle dynamics of your unique local marketplace, and all its neighboring communities. We work extra hard to offer more affordability, flexibility and responsiveness then other nationally-franchised competitors headquartered outside of CA.

With our proven track record of trust and reliability, we offer records management and secured document shredding services ranked highest in customer satisfaction across Southern California. By focusing on exceptional customer service and the highest level of integrity, confidentiality and security, we focus on exceeding your needs through customizing specific document management solutions that work for your business 24/7.

Paper Cuts identifies and bar-codes each file based on the client’s specific requirements. The information indexed is defined by the client and is based on the criteria required for finding files within client cartons or open-shelf filing ranges. This allows us to easily and quickly retrieve any records or files from your storage anytime you need, 24/7.

We live, work, and play here too, so our localized records retention and storage expertise helps a variety of local community based industries and organizations. Your competition is probably going digital, so don't be left behind! Large and small businesses in key industries everywhere are benefitting from file storage and records management including:

• Business & Corporate Industries
• Financial & Accounting Industries
• Legal, Medical & Scientific Industries
• Educational & Non-Profit Entities
• Home Businesses & Residential Offices

Paper Cuts always makes sure you choose the right records management solution for your business. Electronic document conversion and digital imaging can be a more economical alternative to hard copy storage when documents are retained for an average of more than 7 years. Simply call us for a free cost comparison and consultation, and we'll help you decide when and how digital conversion may make sense for you.

Many businesses have record management questions as they grow, So to assist you with any record retention questions you might have we have put together an easy-to-follow guideline employer guidance on legally approved records retention procedures for California. This guideline covers a variety of records retention:

Since 2004, we have built our stellar reputation for superior customer service and affordable rates because we understand that every business has unique requirements. We take great satisfaction in both our customized pricing and the thoroughness of our professional and confidential services. We will work with you to minimize your records management costs anywhere in close to you. We offer a customized pricing solution to meet your specific requirements.

At Paper Cuts, we provide comprehensive records management solutions for all of your information collection and data archival needs. Our records management, file retreival, integrated digital conversion and image scanning processes are full-service and include the following featured benefits:

1. Adding Records Quickly —- This service includes the preparation and transfer of a new record unit into storage after the initial inventory is complete. Included is the creation of receipt documents, acceptance into the record center, box-level indexing and box barcode, location barcode, scanning into the ASI tracking and inventory control system and shelving the record unit.

2. Conveniently Will-Call —- Clients may pick up their records during normal business hours. All records are checked out of the records center only to authorize parties who can provide proof of ownership. In addition, records are made available for client pick-up on demand per retrieval classifications on the front.

3. Efficient Records Delivery —- Delivery service for documents and records, including records in boxes, files or other stored records, are typically based on client demand and the specific retrieval process needed. Timing and costs vary based on regular, same day, rush and after-hours/ holiday delivery and on specific pricing schedule.

4. Flexible Pick-Up Scheduling —- We can schedule pick-ups to add records to your current storage at anytime, 24/7. We can also pick up records based on an ongoing, published schedule. Normally, our Pick-Up requests are scheduled for the next available pick-up date and specific local area. An emergency fee may apply if pick-up is required outside of regularly scheduled times.

5. Convenient Pick-Up Scheduling —- We can schedule pick-ups to add records to your current storage at anytime, 24/7. We can also pick up records based on an ongoing, published schedule. Normally, our Pick-Up requests are scheduled for the next available pick-up date and specific local area. An emergency fee may apply if pick-up is required outside of regularly scheduled times.

6. SCaN N’ SHReD —- This comphrenesive service features a simple all-inclusive 3-Tiered Package menu that accommodates the majority of business and consumer projects. Our scanning and imaging service provide active file, backup file and day forward solutions for scanning, indexing and archiving of your critical records. Our services cover every stage of the process, including the pick-up, labor, scanning, indexing, cd’s and ultimate shredding or return of your carton(s). All of our services are custom tailored to your individual needs while offering an optional menu of a-la-carte features.

Learn More     > > > SCaN N' SHReD

7. Affordable Unit Removal —- Our permanent removal service expedites an orderly permanent removal and check out of a record storage unit or file from inventory, either to the destruction process or to the client at Paper Cut's loading dock. A permanent removal requires a regular retrieval and includes data entry, palletization, check out authentication, and reconciliation. If the client requires delivery to another location, delivery is charged at appropriate rate. Payment for permanent removal of storage records at the termination of a storage agreement is required in the form of a cashier’s check.

Since 2004, Paper Cut's has developed the leading records management and file storage business that offers the most secure, convenient, cost-effective and safe environments in Southern CA. The Paper Cut's process begins with our attentive staff working with you to develop a tailored document filing and records management program that seamlessly fits the needs your organization.

Paper Cuts is committed to safeguarding our client's privacy and security with every records management job we complete for them. Retrieval service for records are on a client on-demand basis. Record retrievals are classified as regular, same day, rush, or after-hours/ holiday, based on definitions under Delivery and Scheduled Pick-Ups. Re-filing services can be scheduled based on the timely return of stored records to the records center. Boxes and files returned are validated on the same business day they are received back into inventory.

Paper Cuts can handle any level of interfiling of loose documents or add new files into an existing box for clients. Customers may request that a record unit which has not previously been stored be inserted into a record unit that is part of existing stored inventory. Clients must clearly indicate the box number and/or file description that the item should be placed into storage. Interfiling includes indexing the record unit, barcoding it, scanning to the parent unit and placing it in the parent unit.

Per each client’s request, Paper Cuts will enter data information about each file inside a box from a typed or handwritten inventory sheet. Each line entered becomes a searchable field when requesting files. We then can insert or update the following box identifier information, according to client specifications:

• Description
• Series code
• Sequence from
• Sequence to
• Date from
• Date to
• Destruction date

We also offer the option of a delayed destruction or disposal of secured materials as needed. As an optional premium service, we can securely store these discarded documents for extended periods before shredding. That gives you an added recovery option if important documents are inadvertently misplaced.

You can rest assured that your confidential documents are handled with the utmost care being scanned at our secured warehouse facility by our bonded and vetted Client Service Consultants, significantly reducing the risk of a breach which can result in reducing the risk of your identity theft.

While the duty to retain proper medical records for purposes of ensuring quality care may be obvious to most health care providers, the integrity and veracity of the medical records can often make or break the defense of a claim in court. This makes it crucial for record keepers to objectively and consistently fully document their patient’s illness and treatments. This truth reins regardless of whether one utilizes paper records, digital, or electronic medical record. Paper Cuts can help. Let Paper Cuts assist you in effectively managing your medical records ongoing.

Assessing Business Associate Vendors —- When analyzing the vendors who perform services for you regarding access to medical records, one’s status as a business associate is based on roles and responsibilities, not upon whether one enters into a business associate agreement or contract. Therefore, if a covered entity gets push back from a Business Associate who is utilizing your PHI to perform a service for you, such as auditing or scanning, remind them they are already acting as a Business Associate regardless if the document is signed.

Need guidance with your Business Associate contract agreements?
Paper Cuts can assist you. Contact us now and ask for Darryl:

darryl@papercuts24-7.com

Scope of Business Associates —- Under HIPAA guidelines, the definition of Business Associates was expanded to include entities such as cloud computing companies that help with storage of electronic medical records and data. They are required to enter into written business associate agreements with the organizations they conduct business with regarding the medical records. Even if they do not routinely access the protected health information, they may have the opportunity to, so the HIPAA rules consider them business associates. In contrast, true conduits of information transportation, such as the US Postal Service, UPS or Fed Ex, or digital couriers are not considered business associates. It is advisable to make a list of all vendors that meet this expanded definition to ensure your entity has updated written business associate agreements in place.

Concerns with your Business Associate HIPAA compliance?
We can help you. Contact us now and ask for Leonel:

leonel@papercuts24-7.com

Paper Cuts is HIPAA compliant and consistently maintainins enhanced security for our client’s PHI and proprietary files. Our staff is knowledgeable and always ready to help with award-winning customer satisfaction. And no job is too small or too large! We can handle all your document scanning, file storage and records managements services with access to files 24/7.

Paper Cuts consistently keeps up with all privacy rules that influence HIPAA regulations as well as current CA state and federal changes to relevant rules. Medical records must be scanned and stored in a manner that maintains confidentiality at every stage of the process. Additional safeguards we employ include:

• BACKUP SYSTEMS —- Ongoing maintenance of a secured records backup system. This ensures effective redundancies for paper storage, digital files, and a combination of both types of records. This also allows for backup copies to be physically remote and separate from each other, so if an original file or PHI records is damaged, lost, breached or stolen in a ransomware attack, it can be recovered immediately so we can continue to operate and fix any problem at the same time. We also keep exact copies of PHI records so they are always easily retrievable.
• ENCRYPTED DIGITAL FILES —- For the highest level of security, we encrypt all digital recrod files. HIPAA regulations require that all PHI (Protected Health Information) documents be encrypted for enhanced confidentiality purposes. Normally this is in the form of electronic PHI (ePHI) files, digitally scanned images, faxes, x-rays, and MRIs. Each of these types of records are digitally encrypted before being transmitted or archived for file storage in our secured internal systems and external storage media (if also requested).
• SCANNING vs STORAGE —- It is important from a cost standpoint to also consider what records can be scanned and which files should be physically stored. Choosing to scan files can help free up the valuable square footage that patient’s charts and PHI records occupy over time.

The most common question from clients dealing with healthcare records is regarding the benefits of moving from paper records over to digital files or a combination of digital and paper records to safeguard that proprietary data is secured and archived effectively. Converting from paper charts over to digital versions can free up much more physical space and also allows for an easier workflow than working with paper records. Additional conversion benefits include:

• Paper files are becoming more expensive to maintain.
• Paper files must be physically secured and shredded at the end of their retention period.
• Paper files can be misplaced, increasing the risk of a HIPAA violation or data breach.
• Paper files are vulnerable to damage, and paper charts cannot be backed up.
• Digital files allow for reduction to landfill paper waste.

Understanding HIPAA rules is crucial for all of our staff to properly scan and handle your patients’ records. We educate and regularly train our staff to make sure they are familiar with key HIPAA definitions, updated standards for maintaining compliance and are comfortable with implementing appropriate administrative guidelines.

At Paper Cuts, we provide comprehensive medical records management solutions for all of your health and proprietary information collection and data archival needs. Our medical records management, file retreival, integrated digital conversion and image scanning processes are full-service and include the following featured benefits:

1. HIPAA Compliance Implications —- In 2013, the Department of Health and Human Services revised HIPAA rules, with the final regulations outlined under the HITECH Act. Despite the passage of time, many health care providers and Business Associates still have not updated or implemented their HIPPA Compliance plans with all the required documentation. This may lead to compliance issues if HIPAA audits discover inconsistencies or non-compliance with you or your medical organization. With regard to Business Associates, the HIPAA definition has been expanded to include vendors who create, receive maintain, or transmit PHI in order to perform a function on behalf of a covered entity.

2. Medical Records Liability —- Healthcare providers, including hospitals, physician practices, nursing homes, and home health providers,all have legal obligations to maintain and preserve medical records. Improper record keeping can lead to significant consequences. The improper release of medical records and the improper destruction of records can lead to civil and/or criminal liability. Any individual who willfully discloses hospital or medical record information may be held responsible in civil proceedings. Anyone helping another to wrongfully disclose the medical records may be held personally liable. A hospital may be held liable for an employee’s wrongful production of a patient’s medical records. Insurance does not typically cover this type of event, which may lead to an outcome that is financially devastating to the hospital and the individuals responsible. Past Jury awards have been seen as high as $300,000 to $400,000 for improper release of information.

3. Lost or Stolen Medical Records —- Because physicians and hospitals are subject to statutory and regulatory obligations to maintain medical records and to safeguard the integrity of those records, a failure in either respect may result in legal liability in the context of a malpractice suit. Also, this can apply from the standpoint of an independent liability based upon a nondisclosure of information that should have been maintained and disclosed by the provider. Misplaced or stolen medical records, or a record or portion of a record that can not be located can be subject to legal liability. Not only is there a duty to make medical records by various healthcare providers, there is a similar duty to preserve them.

4. Spoiling Medical Evidence —- Spoliation is the intentional destruction, mutilation, alteration or concealment of evidence. The term includes both intentional and negligent losses of evidence. Historically, spoliation referred to destruction of evidence with fraudulent intent, but recently it has been broadened to cover innocent or inadvertent loss of evidence. Penalties for spoliation will be imposed upon a party to a lawsuit who is responsible for the loss of evidence. Indeed, if it is believed that the loss or destruction of physical evidence was willful, for the purpose of preventing its use in an official court proceeding, the penalties may even become criminal.

5. Destruction of Medical Evidence —- Just as important as maintaining system for properly storing and accessing medical records, is having a detailed protocol for how medical records and patient information will be destroyed once the retention period has expired. Such records should be destroyed so there is no possibility of reconstruction of the information. Appropriate methods for destroying paper records, including burning, shredding, pulping, and pulverizing. Use of HIPAA approved professionals for recycling or pulverizing to destroy microfilm or microfiche is recommended. Data discs should always be completely pulverized so no data can be resurrected from remaining pieces.

6. Legal Issues With Medical Records —- Records involved in any open investigation, audit or litigation should not be destroyed. You should ensure you have a litigation hold program in place to preserve all the necessary documentation and evidence in the event of litigation being filed. For those records that are ready for destruction, the following recommendations should be followed. As a reminder, legal penalties for not following HIPAA compliance can be extremely overwhelming. More recently, CVS Pharmacy paid $2.5 million dollars for HIPAA violation when it was discovered it had a practice of discarding patient information, such as identifying information on pill bottle labels and other paperwork, in industrial trash containers outside selected stores that were not secure and could be accessed by the public.