A Free Monthly Newsletter From Your Friends at DataSafe
BITS
June
2015
Client Testimonial
I just wanted to express my gratitude to the Datasafe, Inc. team.
It has been a pleasure working with all team members from the
beginning. I especially would like to point out the exceptional
service provided by Vince Meden. Vince took the time to
personally come out to inspect our situation with an overflow of
Confidential documents, and has made multiple follow up calls to
make sure we were satisfied with the services. In Vince’s absence
I received an e-mail from Scott Reis also checking up on things.
It just shows the dedication from DataSafe, Inc. in regards to
customer satisfaction.
I would also like to point out the efforts of Jessica Sawyer in
getting us set up with our monthly pick up schedule in a timely
manner. Finally, I must point out the exceptional service from
your driver (Jason) who officially makes it all happen!
Thank you again,
Mark Tipton
Contracts Analyst
California Department of Corrections
Tell us your DataSafe story!
Have you experienced exceptional service with DataSafe?
Tell us or leave us a review on Yelp! We would love to
share it in a future issue of Bits and Pieces. Send your
story to [email protected].
Did You Know . . .
You can view the history of a box online? WebAccess allows you to
see what has happened with a particular box in storage at DataSafe:
how many times it was accessed or restored, how long it has been
in inventory—every box has a story to tell.
To s i g n u p f o r a f r e e h a rd c o p y w e b a c c e s s
demo, call our Client Services group at 650-875-3700
or email [email protected].
What’s Inside This Month?
Chain of Custody for Records
Meet the Team: Route Changes
Where's Squeezy?
Want to Win a $50 Gift Cheque?
June Offers!
PIECES
Thoughts from Tom Reis
President of DataSafe
The Importance of Chain of
Custody for Records
Records chain of custody is the process
of validating how documents created by
your organization are stored, handled,
and tracked throughout their lifecycle.
For example, each time a record is
accessed, there should be supporting
documentation indicating when it was
retrieved and by who. Records chain of custody lets you know
exactly where your documents are located at any given time so they
are properly safeguarded. It also provides proof that you are meeting
all legal requirements regarding the retention of your records.
It’s difficult to maintain chain of custody when you have a large
volume of documents and files in your office. A professional records
storage service helps by offering secure offsite storage with up-tothe-minute records inventory tracking. Every item stored offsite in
a commercial records center is given a unique barcode to track its
location. Whenever a carton or file is accessed, retrieved or delivered,
its barcode is scanned. During barcode scanning, the following
information is logged in an inventory management database:
• Date and time request
• Date and time of retrieval
• Date and time delivery and receipt
• Name of record requestor and recipient
Strict handling procedures are followed each time your
documents are accessed. Only screened professionals retrieve and
deliver your information. And all records transfers are performed
in GPS-tracked vehicles. When you use a professional records
storage service, you can be certain that proper
eis
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chain of custody procedures will be
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followed.
Do You Have A Question For Us?
If you have a question related to off-site document storage,
scanning, shredding, or media vaulting, please feel free
to give us a call or send us an e-mail.
Contact Information: 800.275.SAFE (800.275.7233)
or [email protected]
June sPECIAL: THREE MONTHS FREE SHREDDING
Sign up for a new Secure Destruction account in June and get 3 months of FREE shredding with
mention of this coupon! Email [email protected] for more information.
Meet the Team: Route Changes
You may notice some new faces delivering and picking up your
records or shredding. Rest assured, you are in good hands with
our experienced Delivery Representatives. Here are some new
faces you can expect to see.
Damon Bannag
Servicing clients in San Francisco and clients
North of Highway 92
Damon has been with DataSafe for 7 years. He
will be a familiar face to most clients, but may
be new to some clients in San Francisco.
Darriel Perry
Servicing the Peninsula and South Bay clients
Darriel has been with DataSafe for 11 years.
He previously serviced clients in San Francisco
and will now be extending his excellent service
to South Bay clients.
June Service Awards
Celebrating DataSafe
Employee Anniversaries
25 years
Robert Wilson, Service Delivery Representative
Joined DataSafe on 06/04/1990
11 years
Darriel Perry, Service Delivery Representative
Joined DataSafe on 06/01/2004
10 years
Daniel Quintanilla, Operations Manager
Joined DataSafe on 06/09/2005
8 years
Dan Sawyer, Operations Manager
Joined DataSafe on 06/11/2007
5 years
Davis Hipolito, Service Delivery Representative
Joined DataSafe on 06/21/2010
3 years
Stan Ford, Imaging Product Specialist
Joined DataSafe on 06/01/2012
1 year
Vince Meden, Account Executive
Joined DataSafe on 06/16/2014
June Holidays and Events
1 Say Something Nice Day
4 International Day of Innocent Children Victims of
Aggression
4-10 National Business Etiquette Week
5 National Donut Day
5 World Environment Day
6 National Trails Day
6 National Yo-Yo Day
6-13 International Clothesline Week
7 National Cancer Survivors Day
7-13 Bed Bug Awareness Week
8 World Oceans Day
8 Upsy Daisy Day
8-14 National Automotive Service Professionals Week
11 National Nursing Assistants Day
11-18 National Nursing Assistants Week
12 National Jerky Day
13 World Juggling Day
13-20 National Hermit Week
14 Family History Day
14 Flag Day
14 World Blood Donor Day
14-20 National Flag Week
15 Nature Photography Day
15 World Elder Abuse Awareness Day
17 World Day to Combat Desertification and Drought
18 Recess at Work Day
19 Work at Home Fathers Day
19 World Sauntering Day
20 World Refugee Day
21 Father’s Day
21 National Daylight Appreciation Day
21-27 Carpenter Ant Awareness Week
21-27 Lightning Safety Awareness Week
21-27 Meet a Mate Week
21-27 National Mosquito Control Awareness Week
22 Baby Boomers Recognition Day
23 Let It Go Day
23 National Columnists Day
23 Runner’s Selfie Day
23 International Widows Day
23 Public Service Day
25 National Handshake Day
26 Take Your Dog to Work Day
27 Decide to Be Married Day
28 Log Cabin Day
Connect with us!
The material contained in this newsletter is for informational purposes only and is based upon sources believed to be reliable and authoritative; however, it has not been independently
verified by us. This newsletter should not be construed as offering professional advice. For guidance on a specific matter, please consult a qualified professional.
This picture won a lucky person $50!
A MESSAGE FROM THE ESKATON FOUNDATION
Imagine no longer having the freedom to drive. What would you
do if you were unable to get to critical doctor’s appointments
or the grocery store for fresh food? These simple tasks can be
major obstacles for low-income seniors who can’t drive and do
not have access to or simply can’t afford public transportation.
Fortunately, thanks to Eskaton Foundation’s Transportation Plus
Program, Leilani lives a different life. She has been using the free
Transportation Plus Program for five years! These companion
rides have helped her to stay healthy and independent. Leilani’s
favorite part is the always courteous driver.
Learn more at www.eskaton.org/foundation or contact Erica
Pope at 916-334-0810.
Squeezy in Lake Tahoe
Squeezy’s still traveling! Don’t have a Squeezy? Ask your Account
Manager for your free Squeezy or email your request to:
[email protected].
Remember: $50 to the best picture every month!
Turn in your Squeezy pictures today!
See your picture & all of Squeezy’s adventures
at www.datasafe.com
Quick Tips: Food
Although mushrooms often are packaged in plastic wrap in grocery
stores, this is not the best way to store them. Mushrooms need
some ventilation to keep from decaying. Do not wash them before
storing. Place them in a paper bag and keep in the refrigerator.
“It is in your moments of decision that your
destiny is shaped.” — Anthony Robbins
Quick Tips: Green Living
Want to make your clothing choices more environmentally
friendly? First consider the material. Clothing that is dry clean
only is not a smart choice. Look for natural fibers that can be
washed in cool water. Next think about where you get your
clothing. Shop first at a consignment or thrift store. You will be
picking up clothing that still has a lot of life left for a cheaper
price than new togs. Finally, don’t wash your clothing too often.
If you’ve only worn your outfit for a couple of hours, hang it
to air out and wear it again before washing. Your clothing will
last longer and you will use less detergent and water.
Want to Win a $50 Gift Cheque?
Each month we’ll give you a new challenge of some type.
All those who reply with a correct answer are eligible to win
a $50 American Express® Gift Cheque.
At the end of this month we’ll draw one lucky name.
Here is this month’s challenge:
What farm animal keeps the best time?
Last Month’s Answer to: Why did the neutron eat for free
at its favorite restaurant?
“There was no charge.”
Last Month’s Winner:
Carol Parker
E-mail your answer(s) to [email protected]
“I’m applying for the Information
Security position. Here’s my resumé,
encoded, encrypted, and shredded.”
THREE MONTHS FREE STORAGE!
Sign up for a new hard copy account in June and get 3 months of storage FREE with
mention of this coupon! Email [email protected] for more information.
BITS
PIECES Sacramento & Solano
Happy June, everyone! The days are getting longer and the weather is getting warmer! We have listed some of the events that we
are looking forward to below. If you would like to attend any of these events as our guests, please let us know.
— Scott Reis, Manager of Client Relations
Sacramento & Solano Happenings in June
SACRAMENTO
BNI – SACRAMENTO MIDTOWN CHAPTER – EVERY
THURSDAY WITH VINCE MEDEN!
BNI provides a positive, supportive, and structured environment
for the development and exchange of quality business referrals. It
does so by helping you build personal relationships with dozens
of other qualified business professionals. Last year, members of
BNI passed millions of referrals that generated billions of dollars of
business for each other. Belonging to BNI is like having a group
of salespeople representing your business, and in return you are
representing their businesses.
If you’re interested in attending a meeting with Vince please
contact him at [email protected] or (916) 548-2355.
SACRAMENTO CLIENT OF THE MONTH!
“We have had a great experience with DataSafe’s Solutions! We
contacted them in the summer of 2014 when we were moving out
filing cabinets to create more space in our office for our growing staff. Vince contacted us to set up an appointment, he and a colleague came
out to our office to assess our needs. They explained the process from
start to finish and made an initial recommendation for boxes. From
that point on, working with DataSafe has been a breeze! The process
of labeling and tracking documents is very simple, and the members
of the pickup crew are always prompt and professional. We have been
pleased to find this space saving solution!”
AttainIt is your small business partner with big business
reach. Formerly known as ABMI All Business Machines, Inc.,
AttainIt provides a wide range of high-quality products with
single-contact convenience and unparalleled customer service to
help organizations attain their supplier diversity program goals
and grow their businesses. AttainIt is a VA Vetbiz.Gov verified
SDVOSB and a SBA certified HubZone business. AttainIt is also
California Department of General Services certified as Disabled
Veteran Business Enterprise. To learn more, please visit our
website: www.attainit.net or contact us at [email protected] or
(916) 325-7800.
SOLANO
3 Thursdays of the Month – Join Janine Lozano at Biznet!
Biznet is a group of highly motivated business professionals who
support each other and the business community through referrals
to trusted business professionals who are experts at their crafts.
http://www.beniciachamber.com/?page=biznet
SOLANO CLIENT OF THE MONTH!
KUIC reaches a market of over 1 million people with a loyal
listening audience averaging 180,000 to 200,000 people weekly
with an audience falling in the 25 - 64 age range. As a hometown
station we are committed to the communities we serve, promoting
our local businesses and community organizations and are an
excellent choice for reaching Solano, Yolo, Napa and Contra
Costa Counties. People tune into KUIC for the music, local
traffic, weather and other information they need.
We take pride in being a family friendly station. Local businesses
can reach their customer with an advertising schedule designed to
reach their goals. In addition to traditional advertising KUIC offers
many sponsorship opportunities for businesses that want to partner
with community focused features. For more information, please
contact 707-452-2306 or email [email protected].
By the Numbers: Hurricanes
• The official Atlantic United States hurricane season lasts 183 days, from June 1st to November 30th.
• Coastal counties along the Atlantic and Gulf of Mexico as well as the Hawaiian Islands account for nearly two-thirds of the
United States’ coastline population and are most vulnerable to the impact of hurricanes.
• The year 2005 had the most named storms in the Atlantic hurricane region with 28 storms appearing before the end of the year.
• Hurricane Katrina was the costliest hurricane in U.S. history, with over $108 billion in damages.
Source: U.S. Census Bureau, National Hurricane Center