Privacy Policy

RSRS adheres to stringent industry standards for commercial record centers. As a member of both ARMA (Association of Records Managers and Administrators) and AIIM (Association for Information and Image Management), RSRS consistently modifies its Document Security Processes to ensure the privacy and physical security of our customer’s records and our compliance with both federal and provincial regulations.

Recently, when nearly 5,000 medical records were discovered abandoned in an office building, Ontario’s privacy commissioner, Ann Cavoukian turned to RSRS to immediately secure their retention and confidentiality, due to our experience and expertise in medical records management and compliance. A recent CTV news story makes reference to the incident.  You can view the report at the following link: http://www.youtube.com/watch?v=AJJN04z-CP0.

Our medical records management policies are fully compliant with the rules and recommendations set forth by PHIPA and PIPEDA. RSRS’ Document Security Process is successful because of our employees, our facilities, and our stringent standards.

Our friendly, knowledgeable employees receive pre-employment screenings and must authorize a background check. All staff participate in ongoing training and safety programs.

In today’s business climate, a large responsibility rests on RSRS’ shoulders. ‘Privacy’, ’Security’ and ‘Confidentiality’ have become key issues within our industry, and we can honestly say that these issues are now and have always been vital to RSRS business operation. With the strict regulations brought forward in recent years, many businesses are turning to RSRS to ensure the safety, security, privacy and confidentiality of their records.

Information We Receive:

This notice applies to all information collected by or submitted to RSRS via telephone, email, or our website. This includes, but is not limited to: your name, your company name, your address, your telephone number, and your email address.

How We Use the Information That We Receive:

We use all information received to communicate with you about our services, products, and promotions. Information is also gathered to maintain premium services at cost-effective prices to RSRS’ clients. We do not share information with anyone outside RSRS unless it is necessary to complete your requests.

Email addresses will be used to respond to email requests that we receive and to tell you about our services, products and promotions. Email addresses are not used for any other purpose and are not shared with anyone outside RSRS, unless it is necessary to complete your requests or we have your prior verbal or written consent.

Lastly, we never use or share your personal information that you provide to us for other purposes than those described above.

Our Dedication to Secure Data and Safe Facilities

To ensure the safety of client data, we conduct a vigorous investigation of each prospective employee, including background and work history. Additionally, each employee is required to sign a confidentiality agreement as a condition of their employment.

Our facilities are video and motion monitored 24 hours a day, 7 days a week. The doors leading to our actual storage facility have locked, authorized access only. The facility as a whole is also environmentally controlled and fully fire-proofed with regular scheduled and unscheduled inspections and reviews.

In order to prevent unauthorized access and use of information collected, and to preserve the integrity of the data collected, RSRS has procedures and protocol in place to protect and secure all information collected by or submitted to RSRS via telephone, email, or our website.

Patients’ Rights

At RSRS, apart from our general security measures put in place to safeguard patient records from loss, theft and damage, we also take the issues of unauthorized access, copying and disclosure very seriously. We have in place ongoing audits and systems to monitor all handling of patient records. Any access to personal information is limited to the purpose(s) that have been agreed to and authorized by the doctor and / or patient.

Patients have a legal entitlement to access their personal medical information in most cases with the proper authorization and signed release of information in place. Because much of our business involves the transfer of medical information, we fully respect a patient’s right to request that their personal information not be given to other health providers.

To Contact Us:

In the event you have questions or concerns about our privacy policy or procedures, please feel free to call us at 1-888-563-3732, send us an email at info@rsrs.com, or send us a letter to:

RSRS – Record Storage & Retrieval Services Inc.
Attention: Customer Relations/Privacy
111 St. Regis Crescent S., Toronto, ON M3J 1Y6