IMS COVID-19 POSITION STATEMENT AND AMENDED WORK SCHEDULE
Update March 23, 2020
While it is the hope of IMS that the COVID-19 pandemic is short-lived, we wish all our clients, good health during this time. And to ensure maximum transparency and clarity in reassurances provided by our company, IMS is issuing a complete detailed communication regarding its interim policies and actions related to the impact of COVID-19 outbreak on our clients and employees.
Because the situation is evolving, IMS will update this position statement as needed.
Interactions with Clients
Security: The security and integrity of the information clients rely on us to protect and manage will continue to be a top priority. The usual high standard of care IMS provides in that regard will remain unchanged.
Flexibility: At this time, unless instructed or arranged otherwise, we will continue to provide service as scheduled. However, our routine shred service has been modified in accordance with the email that was released March 18, 2020. If you need this email resent, please notify our customer service team, Jennifer Nicholes at Jennifer@IMSsecure.com or Carina Aggor at Carina@IMSsecure.com.
Effective March 23, 2020, new orders for our scanning department are being scheduled for May 1st and beyond. Beginning on March 11th, we significantly ramped up our scanning in-house so that our workers could work remotely on the data-entry aspect of the scanning process.
Effective March 23, 2020, storage clients will not have access to file pulls or boxes from storage until we are fully staffed again on May 1, 2020 or when the CDC and WHO lifts the social distancing recommendations.
All administrative staff, including information technology, accounting, sales, marketing, customer service and human resources will be available and working remotely. All administrative staff will have access to both email and phone calls. If you call and leave a voicemail, please understand there may be some delay in responding, but we will respond in a timely manner.
Employee/Client Interactions: Should service continue in any form, we have implemented explicit policies, instruction, and training to minimize the need for interaction among clients’ employees and others, including our employees adhering to the following:
- Not reporting for work should they feel any symptoms, including but not limited to fever, difficulty breathing, headaches, or muscle aches.
- Declaring their fitness for duty each day upon arrival at work, which is also subject to supervisor evaluation
- Frequent sanitizing of hands and, where possible, wearing sanitized gloves and face masks
- Washing of any, and all equipment that is used to service clients
- Maintaining a safe distance between customers’ employees and eliminating or minimizing the need to exchange paperwork or writing instruments during service
- If refused entry due to a client policy or concern, stand down
- Maintaining all existing policies related to data security, including authorized access to records and media already transferred to employees’ custody
Regarding Data Protection & Integrity
It is well known that times of high stress create security vulnerabilities. Telecommuting and reduced staffing have the potential to put data security at risk and increase the potential for fraud and targeted email phishing. We urge all clients to ensure the protection of regulated information is not put at risk during this period. All IMS employees who will be working remotely will only do so through secure, encrypted channels.
In addition to the employment policies summarized above, on March 13, 2020, IMS activated the disaster recovery and contingency plan that was formulated in 2017 as part of the NAID Certification process. This plan was carefully and systematically executed to protect our clients, their data and the health and security of our employees.
We have instructed our employees that no employee should come into work if showing symptoms of influenza, including but not limited to fever, difficulty breathing, headaches, or muscle aches. Coming into work ill is grounds for termination. We have also asked all employees to follow published protocol for social distancing, cleanliness and quarantine procedures established by the CDC and local health department. There will be no discrimination or negative repercussions for appropriately reported absences. Furthermore, should a family member or close personal associate with whom an employee has regular direct contact shows such symptoms, employees are required to inform their supervisor, and may be required to stay away from work for a longer period of time beyond the planned closing through April.
Questions & Comments
While our phones will remain open, we request questions, comments, and instructions are emailed in as it provides a written record. The following list is a directory of the administrative staff:
Vince Fuemmeler, CEO
Cindy Scobee, Controller/AP/AR
Kathy Burris, IT Director
Andy Craig, Sales Director
Jennifer Nicholes, Accounting/Customer Service
Carina Aggor, Marketing/Customer Service
Terry Maassen, Operations Director
Linda Popp, HR/Compliance Director