Confidentiality, Privacy and Compliance

The confidentiality of our customers’ records and data is our top priority at Stevens & Stevens. Therefore, we’ve implemented a combination of systems, processes and procedures that not only adhere to privacy regulations but, go a step further by enhancing our clients’ overall corporate information security and compliance programs.  As a result, we’ve earned a reputation throughout our business community for setting the standard for records and data protection.

A Thorough Screening and Training Process

Upholding the confidentiality of client records and data begins with our hiring process. Prior to joining our team, we require all of our prospective employees to take aptitude testing and go through extensive background checks. Our background check provides for screening in the following areas:

• Criminal background
• Credit history
• Motor vehicle driving record

Upon hire, each employee is required to sign a confidentiality agreement and undergoes comprehensive privacy training which includes HIPAA and PCI Compliance. Also, Stevens & Stevens is a Drug Free Workplace.

Strict Chain of Custody Procedures

SSBRM takes your compliance requirements seriously. We use secure, HIPPA compliant delivery bags to protect sensitive records of all types and ensure complete information security.

Safe and secure transportation of your valuable records and data is critical.  All Stevens & Stevens’ vehicles are specially outfitted for records and media transport and are equipped with security systems and monitoring features which include:

• climate controlled cargo areas
• alarmed security systems
• GPS tracking and monitoring specially outfitted for records transport.

Only uniformed Stevens & Stevens’ employees handle and transport your records and information assets.  Each driver is equipped with a cell phone that allows them to be in constant communication with our operations staff. Our delivery vehicles are locked at each stop no matter the duration of the service.

A Verifiable Audit Trail

SSBRM provides a complete audit trail for every activity done to a file or document. if it moved or touched, it is scanned.

You deserve complete confidence in the movement and security of your records. Our strict chain of custody process ensures accurate tracking before, during, and after retrieval, delivery and transfer. Our drivers use handheld wireless scanners with barcode technology to document every step, creating a seamless link between your offices and our storage facility. This system provides:

• accurate retrieval, delivery, and pick-up
• automated documentation
• real-time container and file tracking

All scanner data is uploaded into our inventory management system, producing a complete audit trail for the movement of every container and file.

Privacy and Compliance

Stevens & Stevens is dedicated to maintaining the confidentiality and security of all media (hard copy or electronic) stored at our facilities in accordance with the requirements of applicable laws and utilizing the best technology available to the industry. We have long held the Privacy+ Certification from PRISM, a distinction that demonstrates our ongoing commitment and proven record of excellence in safeguarding client information contained in both paper and electronic records.

Protected Health Information (PHI)

In accordance with HIPAA and HITECH regulations, Stevens & Stevens’ stores and destroys all client information in full compliance with the Privacy Rule.  In order to meet this obligation, all documents and media containing PHI are stored in our electronically monitored, secured facility with access limited to only our screened team members who are trained in their obligations with respect to the privacy of all stored materials. No documents or media are allowed to leave our facilities except as directed by the covered entities who own those materials.

With a long history of past experience serving the healthcare and medical community, Stevens & Stevens has hands-on familiarity and practice meeting the requirements of Business Associate Agreements.

For the destruction of records or media containing PHI, Stevens & Stevens strictly adheres to the requirements of the HITECH Act which states that any paper, film or other hard copy media be shredded in a manner such that the PHI cannot be read or otherwise cannot be reconstructed.

Destruction and Disposal of Personal Identifiable Information (PII) and other Records

When it comes to destroying personally identifiable information (PII), financial records, or other confidential data, we apply the same strict security standards used for the protection of PHI. All materials, regardless of format, are destroyed using shredding methods that comply with NIST Special Publication 800-88 Guidelines for Media Sanitization.