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Poor Records Management – An Evolving Liability

by | Sep 1, 2020

With an increasing amount of businesses handling sensitive PII (Personally Identifiable Information), document management has become paramount to successful operations. Furthermore, the new CCPA laws that went into place in 2020 have created harsher penalties than ever before for companies that do not adequately safeguard consumer’s information.

Consumers now have the right to know, delete and/or opt-out of any sale of their personal information. In the case of a data breach, they also have the right to sue if their name was stolen in an unencrypted, unredacted fashion and any of the following was also compromised:

  • Social Security Number
  • Driver’s License Number
  • Tax ID Number
  • Passport Number
  • Military ID Number
  • Bank Account Number Details
  • Credit/Debit Card Number Details
  • Medical/Health Insurance Information
  • Fingerprint
  • Retina/Iris Image

If your organization collects and/or stores sensitive consumer information, a data breach could be a catastrophic event that could pave the way for a variety of legal action by the consumer. Recovering from a data breach is much more difficult than taking steps to protect against one.

Symptoms of Poor Records Management: 

Here are a few signs that you may need to reconsider your document management policy:

  • The thought of an audit leaves you sleepless
  • You keep everything “just in case”
  • You’re not sure what records to keep and what records to discard
  • Your staff wears a hazmat suit when entering the records warehouse (kidding…sort of)
  • Your email inbox has become your filing system

If these symptoms seem familiar, it’s time to find a business partner who can help address these needs and provide a solution that will eliminate the headaches, sleepless nights and stress of worrying about compliance.

How Western Integrated Systems Can Help:

Western Integrated Systems has been providing business solutions for nearly 40 years to a wide variety of industries. We have seen the rise of compliance laws and the evolution of records management. We can inventory your records, research how long each record should be kept, interview your employees about their document needs, and locate the best software, hardware, equipment and supplies to meet your business needs.

We will install the solution, train you and your employees, and support you as you move towards a paperless office and a fully compliant operation. In addition to analyzing your needs, we can convert your documents from one system to another and create more efficient retrieval methods. Whatever needs to be done to make your day-to-day workflow actually flow, we can help with.



  • Increase in Productivity
  • Decrease in Liability
  • Cost Reduction & Avoidance
  • Improved Customer Service
  • Disaster Recovery and Prevention
  • Improved Access to Information
  • Enhanced Information Security

Western Integrated Systems is dedicated to providing effective document management, imaging systems and conversions for government and business. We employ professional consultants who analyze an organization’s document management needs and vulnerabilities. We then provide complete record and management solutions, based on your individual needs. This could be converting mission-critical paper documents to an electronic format for efficient access, or modernizing your process to comply with new laws and regulations.

Very simply, our mission is to provide effective quality and productivity improvements that will revolutionize your business. We fully guarantee all of our system solutions to our client’s total satisfaction.

Give Western a call today to discuss the best solution for your business!

Written by WIS



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