Commonwealth Document Management

Products And Services

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  Scheduled Shredding

  SCHEDULED SHREDDING: THE SIMPLE APPROACH TO ONGOING DOCUMENT DESTRUCTION Failure to comply with legislation like the Gramm-Leach-Bliley Act, HIPAA and HITECH could cost your business from $100,000 to $1 million—or even more when all is said and done. Commonwealth Document Management can help you avoid heavy fines and legal settlements with our recurring scheduled paper shredding services. We make it easy and cost-effective to securely dispose of your sensitive and confidential business information. SCHEDULED SHREDDING HELPS PROTECT YOUR COMPANY With our scheduled shredding and destruction services, Commonwealth can help you comply with privacy protection laws and regulations, avoid costly penalties, and protect your company’s reputation. With data theft on the rise, it’s more important than ever to ensure that your document shredding is done properly. Employing a scheduled shredding service can help you immediately secure your sensitive information. Clients throughout Virginia and North Carolina trust Commonwealth to support their scheduled shredding service requirements. SECURITY AT EVERY STEP OF THE SHREDDING PROCESS With Commonwealth’s scheduled destruction services, you get the peace of mind that comes from knowing your daily documents and paperwork are being destroyed and recycled in accordance with industry best practices. Our process ensures complete security and compliance through four key steps: 1. Destruction Bin or Console Delivery: We deliver locked destruction bins or consoles to your business for you to fill with your documents. These tamper-resistant containers are bar-coded, scanned, and tracked through every stage of destruction. 2. Scheduled Service: Our drivers arrive at your location according to the schedule you set up with us. This can be daily, weekly, bi-weekly or monthly. We empty your containers or consoles and destroy the collected documents on site in our shred trucks. We are rigorous about maintaining an unbroken chain of custody for your documents throughout the shredding process. 3. Disposal and Recycling: All shredded material in the shred truck is mixed with shredded material from other businesses, making reconstruction impossible. It is then baled and sent into the recycling stream where it is pulped and recycled into new paper products. We recycle 100% of the paper we shred. 4. Certificate of Destruction: If you would like proof of destruction for your records, we’ll provide you with a Certificate of Destruction after each shredding service. SCHEDULED SHREDDING SERVICES YOU CAN TRUST At Commonwealth Document Management, we take every precaution to ensure your sensitive media and documents don’t fall into the wrong hands. To protect your information, we: Only hire drivers who pass strict background checks and undergo regular drug screening Use only the most advanced locking destruction bins and consoles to keep your documents secure until destruction Outfit all of our vehicles with GPS tracking systems that we monitor via the web By taking these and other precautions, Commonwealth offers your business the convenience of professional paper shredding while safeguarding your confidential information.

  Link: Scheduled Shredding

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  One-Time Purge Shredding

  RECLAIM YOUR OFFICE FROM WASTED FILE STORAGE There are times when you need to destroy a large volume of records all at once, or a smaller set of records due to important legal considerations. Some of the more common triggers of document purge shred projects are: - Legal matter resolution - Changes in regulatory requirements - Office relocations - Changes in retention schedules - Annual “spring cleaning,” quarterly or end-of-year “housekeeping” For these times, Commonwealth Document Management provides a one-time purge service designed to quickly and efficiently handle the entire document destruction process according to your needs and specifications. Whether your documents are already in cartons or are loose and requiring destruction, we offer a secure, reliable and efficient disposal method that ensures the privacy of your business information while helping eliminate your liability exposure, regulatory non-compliance, and employee responsibility for document destruction. Clients throughout Virginia and North Carolina trust Commonwealth to support their one-time shredding and purge service requirements. STOP PAYING TO STORE OUTDATED FILES & DOCUMENTS It doesn’t make sense to continue to pay for space just to store documents that you are not required to retain. Still, many companies store business records well past their required retention periods. In addition to the overhead and administrative expenses, files that aren’t disposed of in a timely manner increase your legal liability. Finding the time and internal resources to shred documents is challenging. Your staff is already busy, and some documents may simply be too sensitive to expose to others in your organization. Commonwealth Document Management does all the work for you. Depending on the size of your project, we can drop off collection containers for you to collect all your files for shredding. NO JOB TOO BIG OR TOO SMALL Whatever your one-time shredding needs are, we can help. Our state-of-the-art mobile shred trucks are capable of shredding 5,000-7,000 pounds of paper per hour. No need to remove staples, paperclips, binder clips, or file folders in the process. From the time we arrive and collect your materials for shredding, we ensure an unbroken chain of custody for complete information security. We’ll do all the heavy lifting, handle all the logistics, and destroy your records as requested, leaving you with nothing but newly-vacant space, a Certificate of Destruction, and a transparent audit trail. You are charged by the pound based on the weight of the material we shred for you, with no extra service fees or per-minute charges. And 100% of all paper we shred is recycled for a green, environmentally-responsible result. And, if you happen to have any, hard drives or storage media, we can destroy old, inoperable hard drives and other storage media, too.

  Link: One-Time Purge Shredding

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  Shred Collection Containers

  The shredding bins and consoles provided by Commonwealth Document Management are both secure and durable. The collection containers are placed within your office in a location that is convenient to your employees depending on volume of daily paperwork produced and proximity for easy, secure disposal by all members of your staff. THE 36" EXECUTIVE CONSOLE Compact and attractive with light grey finish, the executive console complements any office environment with furniture-like design. These consoles hold 75-100 pounds of paper. Intended for executive offices and public places, their lightweight design allows for easy deployment throughout office spaces. Tamper-proof mechanisms to maintain privacy and self-closing doors provide added security as they lock automatically. 180-degree hinges allow for quick access during regular service, cutting down on the amount of time spent completing pickups. THE 65- AND 95-GALLON SECURITY CONTAINERS The 65-gallon collection bin offers a slender, office-friendly design for secure document destruction offering up to 250 pounds of paper-holding capacity. The 95-gallon option holds up to 350 pounds of paper. Their light grey color makes them neutral to any environment. Intended for bulk shredding projects, these rugged containers are ideal for larger projects such as year-end purges, office relocations, or other tasks with large amounts of sensitive paper materials. They are also useful in higher-volume paper disposal environments like copy rooms, file rooms, or high-capacity staff areas. The industrial locking mechanism keeps materials secure, while the molded slot is angled so that documents cannot be seen or reached once deposited into the container.

  Link: Shred Collection Containers

• Drop-Off Shredding

  - CDM has partnered with local businesses to provide communities with drop off shredding locations - Ideal for small quantities of documents such as a few boxes or a grocery bag of documents - Documents are weighed and placed in one of our secure, locked containers - You are charged by the pound based on the weight of the material we shred for you - Our Shred Trucks will visit each location on a regular schedule to securely shred documents on-site - 100% of shredded paper is recycled See our Drop-Off Shredding page for locations.

  Link: Drop-Off Shredding

• Hard Drive & Media Destruction

  WHAT'S ON YOUR HARD DRIVES AND OTHER STORAGE MEDIA? A single hard drive or other storage device can store enough confidential data to fill a library. Even when information is deleted from these devices, it can still be recovered by tech-savvy criminals hoping to gain access to valuable information. The only way to completely eradicate proprietary data from your hard drives and storage media is through complete physical destruction. Commonwealth’s hard drive and media destruction service offers your business a secure solution for preventing the theft of digital data stored on your outdated or archival devices. Whether you need a one-time destruction service or are looking for a reliable scheduled service, we’re here to help. Clients through Virginia and North Carolina trust Commonwealth to support their hard drive and storage media secure destruction requirements. ON-SITE HARD DRIVE DESTRUCTION Our on-site hard drive destruction service provides added data protection for your business. All hard drive destruction and shredding takes place right on your property while you watch. Our state-of-the-art mobile hard drive shredding equipment can destroy hundreds of hard drives per hour. In our heavy-duty shredder, your hard drives and media storage devices are broken into tiny particles that are impossible to reconstruct. You receive a Certificate of Destruction when your shredding project is completed, and all shredded material is responsibly recycled following destruction. CONFIRMED INFORMATION SECURITY Commonwealth is committed to protecting your information. Our shredding technicians have passed extensive background checks and undergo regular drug screening. We take every precaution to make sure your hard drives don’t fall into the wrong hands. To keep them safe until destruction, locked collection bins are delivered to your business so employees can quickly drop drives inside for later shredding. These tamper-resistant containers are bar-coded, scanned and tracked, staying within a strict chain of custody during every stage of the hard drive destruction process. ADHERENCE TO REGULATORY COMPLIANCE If your company collects and stores medical, financial, or other consumer information, you may be required to adhere to state and federal privacy laws governing how you handle that information. Our hard drive shredding service can help keep your business compliant. Our hard drive destruction methods meet National Institute of Standard and Technology (NIST) and Department of Defense (DoD) requirements, and fully comply with the following laws: - HIPAA - Sarbanes-Oxley Act (SOX) - Gramm-Leach-Bliley Act (GLB) - FACTA Disposal Rule - Bank Secrecy Act - Patriot Act of 2001 - Identity Theft and Assumption Deterrence Act - US Safe Harbor Provisions - PCI Data Security Standard We offer a detailed audit trail that includes the manufacturer identification information, model, and serial number of your destroyed hard drives. All information is added to your Certificate of Destruction for proof of compliance.

  Link: Hard Drive & Media Destruction

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  Off-Site Records Storage

  FRUSTRATED BY YOUR RECORDS STORAGE REALITY? Are you running out of office space to store documents? Can you ensure privacy protection for the records you maintain? Are you anxious that your record keeping practices aren’t legally sound? Are your internal processes suffering due to lost or hard-to-find files? To remain competitive and stay compliant, you need to establish a solid document retention and management system. COMMONWEALTH CAN HELP We offer an economical solution to storing and managing your business files. Our records storage and management program provides a reliable and secure method for relieving the burden of having to keep up with your document inventory. We eliminate the overhead and administrative headaches common to in-house document storage schemes by providing: - Offsite document storage - Document retention management support - Identity theft protection - File retrieval and delivery as required Let us handle your document management so you can focus on the other important things in your business. Clients through Virginia and North Carolina trust Commonwealth to support their offsite records storage and protection requirements. THE RIGHT DOCUMENT STORAGE SOLUTION MAKES ALL THE DIFFERENCE Your documents shouldn’t be stored just anywhere. Relying on a warehouse or self-storage facility can create a number of problems, from wet and moldy documents, to stolen files, to employees injured while lifting and stacking heavy boxes. Commonwealth’s records center was purpose-built for protecting and preserving paper documents. We offer a safe, clean, secure facility for storing confidential business records. All documents are stored on high-density records storage racking systems. Unlike a self-storage facility or warehouse, we only store hard copy documents and nothing else. We use state-of-the-art technology and carefully-designed and monitored processes to constantly maintain the security of our clients’ confidential information, including: - Zoned fire detection and suppression technology - 24-hour surveillance - Strict building access monitoring and control RECORDS ACCESS AND ENHANCED DOCUMENT MANAGEMENT The security of your records is critical, but so is convenience and control over your documents. We eliminate the need to constantly riffle through boxes and file cabinets just to retrieve and manage your records inventory. Our security-screened and uniformed professional couriers deliver your documents directly to you in GPS-tracked and alarmed vehicles, maintaining strict chain of custody protocols at all times. Commonwealth Document Management also offers standard and expedited delivery options to meet your document retrieval needs. PROFESSIONAL FILE INDEXING SUPPORT Proper file indexing is a cornerstone of a good records management program. Commonwealth is your local resource for professional file indexing services. Our records management specialists take you from a disorganized file room and/or office full of document storage cartons to a fully-compliant file management solution that incorporates optimal records retention practices. We help you: - Organize documents - Classify files - Re-index business records Securely purge and destroy end-of-lifecycle files Files are indexed according to your business needs and industry requirements. If you do not have a complete list of your business records, we will create a master inventory that streamlines the time and resources required to find files. We also combine our file indexing services with our records storage solution for a secure, efficient and cost-effective method for managing your archival and semi-active document inventory. IMPROVED ACCESSIBILITY TO YOUR BUSINESS RECORDS An accessible records system not only improves your workflow capabilities but is also important to your organization’s longevity. Commonwealth’s advanced indexing methods allow you to review your records inventory via our remote access software, where file pickup or delivery can be requested from the convenience of your business office or home office. Files can also be searched using, but not limited to, the following criteria: - Department - Client and/or patient number - File type - Retention period

  Link: Off-Site Records Storage

• Document Scanning

  DO YOU NEED DOCUMENT SCANNING SERVICES? Is your business filled to the brim with paper documents? If so, you may find that they’re difficult to manage. Most businesses find that even when documents are properly filed, it still takes too long to retrieve them. All the while, bulky file cabinets and boxes continue to consume costly office space. But the worst part is that these storage methods don’t offer access controls to protect private information and help your business maintain privacy compliance. Don’t worry—Commonwealth Document Management has a solution for all of these problems. Clients throughout Virginia and North Carolina trust Commonwealth to support their scanning and imaging requirements. COMMONWEALTH'S DOCUMENT SCANNING SERVICES Our document scanning service digitizes your paper records so your business can be more efficient, secure and profitable. We turn your bulky, hard-to-find, unsecure paper documents into easily-managed and stored digital images. Our document scanning services help you: - Locate and retrieve information quickly - Streamline business processes - Free up costly office space - Keep your information private and your business compliant We provide the technology, processes and expertise required to digitize your documents accurately and efficiently. DOCUMENT SCANNING SERVICES MADE EASY Without the right expertise and technology, going paperless is costly, time-consuming and may result in a jumble of disorganized, unsearchable digital documents. Commonwealth handles all of the hassle for you while freeing you from the need to invest in scanning equipment and staff. Our scanning technicians and project managers handle every step of the document imaging process for you, including: - File and document preparation - Data entry - Indexing - Image database management From full-text optical character recognition (OCR) technology to customized conversion to the digital file format of your choice, our professional staff scans your documents accurately and to your exact specifications. DOCUMENT SCANNING SOLUTIONS WITH ONLINE IMAGE HOSTING Once your documents have been scanned, Commonwealth also provides you with a secure repository to store and access them. We store your digital documents on our secure web server, which you can access from any location at any time. All file retrieval is logged to create an audit trail so you can prove your compliance with privacy protection regulations. Need your digital documents delivered? We offer a variety of options to suit your delivery preferences: - FTP transfer - Email - CD/DVD Commonwealth’s document scanning and imaging services increase and accelerate your company’s information exchange, storage and distribution capabilities, lowering your information management costs.

  Link: Document Scanning