Item HA3 - Agreement with Iron Mountain, LLC

Home Browse Search

Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services Additional details about the background check can be provided upon request. We utilize an enterprise HR system to maintain a record for all hiring activities, which includes an integrated interface with our background screening vendor. Iron Mountain employees also undergo recurring background investigations every three (3) years. Employees sign confidentiality agreements as part of their employment with Iron Mountain, so SAHA and COSA can be assured that any sensitive information will be treated as such. Compliance with HIPAA and OSHA (Exhibit I, General, items h and i) Iron Mountain's secure facilities, coupled with our chain-of-custody controls, offer an end-to-end approach to managing and controlling material to ensure compliance with HIPAA regulations. The HIPAA Privacy Rule requires establishing and implementing measures to ensure the confidentiality, integrity, and availability of all PHI, while the Security Rule addresses safeguards specific to the security of electronic Protected Health Information (ePHI). Iron Mountain maintains compliance with several security standards to protect our customers’ data while in our custody including HIPAA compliance, FISMA compliance, FedRAMP Ready status, ISO 50001 and 27001 certifications, PCI- DSS compliance, NIST SP 800-53 compliance, and SOC 2 and SOC 3 compliance. Iron Mountain is committed to eliminating or controlling workplace hazards that could cause injury or illness to our employees. This is accomplished through compliance with applicable federal, and state safety standards, including the Occupational Safety and Health Administration (OSHA) standards and codes as set forth by the U.S. Department of Labor and the State of California (Cal/OSHA). We maintain a company-wide Safety and Health Program that strives to reduce the incidence of occupational injury and illness by eliminating or controlling risks associated with our operations, and ensure compliance with applicable laws and regulatory requirements. As part of our health and safety program, we continually monitor our performance to determine the effectiveness of the program. We also prepare and report work-related injuries and illnesses via the OSHA Form 300A. Records Storage Pickup Workflow (Exhibit I, Record Storage, item a) Iron Mountain’s workflows combine standard operating procedures with multiple barcode scan points to ensure SAHA and COSA records are accurately processed. Highlights of our pickup workflow are depicted in Figure 5 below: Figure 5. Iron Mountain’s Incoming Workflow. Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.9