Compliant Records Management for Government Agencies

Managing federal records is crucial for government agencies to maintain transparency, accountability, and efficiency. The National Archives and Records Administration (NARA) defines federal records as encompassing various forms of information, including paper documents, electronic data, audio and video recordings, as well as architectural drawings and photos.

Why It Needs to be Managed

To uphold federal and state privacy laws, government agencies must establish a secure records management system. This ensures the protection of sensitive information such as personal data, financial records, and historical documents. Compliance with these laws not only safeguards information but also fosters transparency, accountability, and efficiency within agencies.

Challenges such as data security threats, system failures, and natural disasters underline the importance of robust records management practices. Government agencies must prioritize the protection and preservation of all private information to mitigate these risks effectively.

What Does Compliance Look Like?

Compliance entails ensuring that records management policies are adhered to by all staff members handling private information. It involves maintaining up-to-date policies and procedures in accordance with relevant laws, regulations, and requirements to safeguard the integrity of the organization.

Various privacy laws govern the handling of sensitive information, including:

• The Gramm-Leach-Bliley Act (GLBA), which protects nonpublic personal information held by financial institutions.
• The Health Insurance Portability and Accountability Act (HIPAA), which regulates the security and privacy of health information.
• The Sarbanes-Oxley Act (SOX), which mandates the documentation of financial controls and the retention of business records.

The Privacy Act imposes criminal penalties for improper disclosure or maintenance of records with identifiable information. Additionally, the Federal Trade Commission (FTC) can enforce fines for acts of noncompliance.

Records Management Services

Government agencies facing challenges in managing their records efficiently may benefit from partnering with professional records management services. These services offer several advantages:

• Compliance: A professional records management company will have expertise in compliance requirements for your agency and will be current with the most recent privacy laws.
• Security: A records management company has the facility, equipment, knowledge and trained staff to provide the highest level of secure records storage. Storage at an offsite location provides greater protection from theft or natural damage than your own facility.
• Retrieval: Securely obtaining the documents and information you need is hassle-free when they’re stored offsite with a records management company. Documents can be promptly delivered, either physically, or digitally through secure scan-on-demand This ensures immediate access without the need for travel time.
• Retention: This critical aspect of compliance necessitates that your policies align with the retention periods mandated by federal and state privacy laws. Each record has a distinct lifespan, and it’s imperative that they are destroyed upon reaching the retention date. Failing to do so—whether discarding them prematurely or retaining them beyond the designated period—results in non-compliance. A records management company can aid your agency in adhering to these prescribed retention periods.
• Protection: This is paramount, as disasters can strike unexpectedly, posing risks to your records. Whether it’s theft, adverse weather conditions, rodents, or any other unforeseen incident causing damage to your physical or digital records, a professional records management service ensures additional backup systems beyond physical security measures. This guarantees operational continuity even in the event of a records disaster.
• Professional Services: A reputable company offers a range of additional services, such as digitization and scanning, secure and protected storage, and NAID AAA Certified shredding. These comprehensive offerings ensure that your records are handled with care and efficiency by a single trusted provider.

Choosing the Right Service

Pacific Records, established in 1856, offers comprehensive and compliant records management solutions for government agencies in California’s Central Valley. With a focus on privacy rules and secure storage facilities, Pacific Records ensures the protection of sensitive information. Contact us at 800-685-9034 or complete the form on this page to start safeguarding your records in compliance with privacy laws.