Bay Area Records Conversion, in alliance with Octacom Limited, acts as the agent of its clients, many of whom are custodians of personal information. As such Bay Area Records Conversion understands its responsibilities under both the provincial Personal Health Information Protection Act, S.O. 2004 (PHIPA) and the federal Personal Information Protection and Electronic Documents Act S.C. 2004 (PIPEDA), and believes it is fully compliant with this legislation.
Bay Area Records Conversion uses procedures for document preparation, scanning, indexing, quality control, image output, image hosting and document destruction that are in full compliance with the standards outlined in the Microfilm and Electronic Images as Documentary Evidence (CGSB.72.11.99)
Bay Area Records Conversion ensures its clients that their documents are protected from any loss, theft, unauthorized access, copying, modification, use, disclosure or destruction and that any information provided by clients, in any form, is used only for the client stated purpose.
Bay Area Records Conversion complies at all times with the information practices of each of its clients, as defined by them, and will return all documents to the client at any time if requested.
Bay Area Records Conversion understands it is responsible for the personal information under its control and has a designated Privacy Officer accountable for protecting the information it receives from clients. Bay Area Records Conversion's Privacy Officer will sign a Confidentiality Agreement with all clients, if requested, prior to the commencement of any services.
All staff working at the Bay Area Records Conversion Centre will receive training on the protection of information and will sign a confidentiality agreement at the time of hire, and annually.
Bay Area Records Conversion will not dispose of any information it receives from its clients, except on the express written direction of the client. All document destruction is performed on site, under the direct supervision of one of the Centre's staff members. Written verification of all confidentially destroyed records and documents is provided to the client.
Bay Area Records Conversion will alert its clients immediately if any information provided by the client is stolen, lost, accessed by unauthorized persons, or used, disclosed or disposed of in an unauthorized manner.
Bay Area Records Conversion provides a secure facility for its client's records with an around the clock security system and tightly controlled access.
Bay Area Records Conversion provides a comprehensive quality control program, to ensure the accuracy and integrity of their services.
Bay Area Records Conversion has a backup production centre and disaster recovery facility, both located in Richmond Hill, Ontario.
Bay Area Records Conversion works with its clients to complete a Privacy Impact Assessment (PIA) before implementation of any conversion services, and provides recommendations regarding such things as the safe and secure transport of documents.
