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Subject: Re: Cell phones as security issue
From: Trudy M Phillips <[log in to unmask]>
Reply-To:Records Management Program <[log in to unmask]>
Date:Thu, 16 Oct 2008 22:23:36 EDT
Content-Type:text/plain
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text/plain (88 lines)


Mary Frances,
That is awesome.  Thanks for sharing your info.  As others have  stated that 
in this day of cellphones with camera's we do need to be very aware  of the 
issues of invasion of privacy that the documents with private info might  be 
photographed.
I personally had not thought of this until the issue was raised but it is  
really something we need to be concerned with.  Many years ago when I had a  
micrographic service business, my employees were instructed about  
confidentiality and had to sign an agreement.  Before cellphone  cameras.  Only once did I 
have to take action when an employee stopped and  actually read medical file 
contents.
 
Times have changed and we certainly do need to be on top of issues like  
this.  Glad the question was raised.
 
Trudy M.  Phillips
File Management, LLC 
"Bringing Order Out of  Chaos"
8440 Lanewood Circle 
Leeds, AL 35094
Office:  205/699-8571   Fax: 205/699-3278 
_www.filemanagement.com_ (http://www.filemanagement.com/)  


In a message dated 10/16/2008 8:23:35 P.M. Central Daylight Time,  
[log in to unmask] writes:

Janie,

We instituted a cell-phone free zone earlier this year  for the vendor we 
hired to perform scanning of our insurance policy  application files. Because of 
the highly sensitive nature of the information  in life insurance application 
files, we couldn't take the risk of the vendor's  staff copying the documents 
using their cell phones.

When we built out  their work area, we placed lockers outside the scanning 
room for storage of  their personal belongings. No personal items are allowed 
into the secured  scanning room. As a secondary precaution, we installed video 
cameras that also  monitor the area to ensure unauthorized photocopying or 
hand-copying of the  information from the files doesn't occur.

It sounds crazy, but we  couldn't get compliance signoff for the vendor to 
perform this work without  these precautions. 

Mary Frances Janicik, CRM 
Assistant Vice  President 
MassMutual Financial Group 
U.S. Insurance Group, Document  Management Services 
Mailing Address: 1295 State Street, W360, Springfield,  MA 01111 
Toll Free: 800-767-1000, Ext. 46075 
Direct: 413-744-6075  
Fax: 866-329-4527 
[log in to unmask] 

MassMutual. We'll  help you get there.SM 
MassMutual Financial Group is a marketing name for  Massachusetts Mutual Life 
Insurance Company (MassMutual) and its affiliated  companies and sales 
representatives.






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