Who’s Driving the Van? Ensure Safe Document Transportation

By: In: Small Business On: Jun 05, 2015
Who’s Driving the Van? Ensure Safe Document Transportation

This is proving to be a banner year for driver misbehavior. In February, a bus company fired one of its drivers after she posted a selfie that appeared to show her drinking a bottle of beer on the job. Just this May, two Florida drivers lost their jobs after photos showed they’d parked their hearse at a donut store—with a flag-draped coffin still inside.

These stories make for colorful copy, but they also highlight a serious issue. Most of us may drive a vehicle every day, but that doesn’t mean we’re all qualified to be professional drivers. This raises the question: Do you know the people hired to cart your precious business records? If you’re using a partner to store your sensitive documents, you should be certain that only trustworthy and well-trained drivers are picking up and transporting your important data and papers.

License and Registration, Please: Questions for Potential Partners

Here are some questions any information-storage vendor must be able to answer with ease:

  1. Who’s behind the wheel? With worries about identity theft escalating, you don’t want to have any doubts about the person transporting your invoices, personnel files and customer lists. A suitable partner will conduct rigorous background checks, verify applicants’ identities and screen for drugs. The vendor should also vet drivers to ensure they have the proper licensing and no history of traffic violations.
  1. Will my documents be safe? Although every driver should be a professional who knows the rules of the road, that is just a start. Proper handling and transportation of important documents and data requires extensive and ongoing training. Look for a partner whose drivers are regularly evaluated on their knowledge of document security and privacy protocols.
  1. What are they driving? A skilled and responsible team of drivers is of little use if their vehicles are substandard. Insist on a partner that uses vans specially outfitted to carry documents and data, including cargo compartments that protect both paper and digital data from dust, dirt, sudden impact and rapid changes in temperature and/or humidity. As for security, a partner should offer tracking during transit and detailed chain of custody documentation—along with alarms and non-stop supervision.

It’s true that the behavior of some drivers will always be unthinkably bad, but there is good news. When you engage the right partner, you can be confident that your in-transit data and documents are safe and sound, and that the employees entrusted with them are on the road and out of the headlines.

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About the author

René Grajales

North America Vice President of Sales Strategy and Solutions Since joining in 2007, Grajales has lead a series of changes that will forever impact the way Iron Mountain serves their customers. His passion for supporting the ever-changing needs of our clients, and ensuring Iron Mountain is a company that is extremely easy to do business with are only rivaled by his dedication to customer satisfaction. Prior to Iron Mountain, Grajales founded and managed an international import/exports logistics, warehousing, and distribution company in Latin America, held various roles in IT Consulting with EDS/HP assigned to the airline industry, and as the Director of Channels Sales and Marketing for Latin America within the Intelligroup/Empower Solutions group of companies serving ERP customers with offshore IT consulting and programming solutions. He holds a Master of Business Administration, a Postgraduate degree in marketing, as well as a Bachelor of Science in Business Administration and Computer Information Science from the University of Tampa, Florida. In addition, Grajales has attended leadership executive training at Harvard University, Boston and Northwestern University Kellogg School of Management, Illinois.