In this day and age most office relocations involve protected information. Recognizing this fact is the first step towards shielding your company from liability. Privacy concerns are prevalent every day and not addressing them opens the entity to liability, both civil and possibly criminal. During a relocation the chances of a breach increase dramatically. The key is to block these possible “opportunities” using very carefully designed chain of custody procedures. Finding a company that has experience can be tough. You are looking a for a specialist, a best in class office mover with a track record in this area. Moreover you are looking for a hybrid office mover and Records and Information Management or RIM professional. A records manager understands the various privacy laws HIPPA, FACTA etc and how to prevent a violation, the core of their business revolves around this everyday. But, a records manager alone likely will lack the relocation experience to handle an office relocation. You are looking for an entity with both skill sets.
Next your risk manager, or chief privacy officer (if you have one) should interview the prospective firm and judge the level of expertise. A good candidate will offer many practical procedures that prevent exposure and give you a clear defense to any agency or court.
So then what is records management? Records Management can be defined as “The planning, controlling, directing, organizing, training, promoting, and other managerial activities involved with respect to records creation, records maintenance and use, and records disposition in order to achieve adequate and proper documentation of the policies and transactions of the Federal Government and effective and economic management of agency operations” (Title 44, Chapter 29, Section 2901 United States Code & DoD Directive 5015.2).
You must take great measures to protect your information assets and the protected data of your clients. Selecting a logistics professional that is also a RIM partner ensures you will. What you don’t want is either a mover or a records manager whom has lax hiring and employment practices, is inexperienced or uses temp help (see earlier post).