Privacy and Safety
We appreciate the trust our clients place with us as we preserve and organize their Family Photo Archives. We treat our clients’ memories as if they were our own, with privacy, confidentiality, and care.
These are some of the privacy and safety measures we have in place for our clients memories.
All work completed on-site
To ensure the privacy and safety of your photos, all work is completed on-site by our staff in the Chaos to Memories studio. Your memories never leave and are never shipped to another company or country.
Building Security
The Chaos to Memories studio is a private building and we are the only business at our address. The building is protected with unique security passcodes for every employee, security cameras, redundant security connections, and 24-7 remote monitoring. Our studio is less than one mile from the closest police and fire stations.
Data Backups
Scanning and digitizing your family memories is an important project, but it’s essential to keep digital files safe. That’s why we use these industry best practices to keep your data backed up with the 3-2-1 backup strategy: three copies of your data, two local copies, at least one off site backup. We also use a secure offsite backup solution that backs up client data daily and automatically to an encrypted offsite location.
Physical Offsite Backups
Because we take security so seriously, we also keep offsite backups in a secure physical location. This increases our data security and ensures our business continuity so that we can access client data immediately even after a major catastrophe.
Physical Storage
Every new client project is stored in plastic waterproof bins that are clearly labelled with the client’s first and last names, drop off date, and sequence number. This ensures your memories are protected and won’t be commingled with photos from other clients.
Fire Safety
Our beautiful studio is home in a historical building that was renovated in 2016 and meets all current fire, safety, and building codes. We undergo regular fire safety inspections with our local fire department.
Staff Training
We have strict staff policies regarding client privacy, confidentiality, and data protection. These policies are reinforced through our employee handbook, regular staff training, and at the core of who we are as a business.
Architectural design
Our studio was designed by a local architect with an open floor plan that maximizes client privacy. For example, client photos are stored in the back of the studio, the client and work areas are separate, and all computer displays are at 90 degree angles to outside windows to maximize client privacy.
Project Pickups
When clients pick up their completed projects they’re required to sign a project form that ensures a secure chain of custody and establishes a record that the project has been safely returned to the client. If somebody else needs to pickup a completed project, that person’s name must be provided by the client to ensure secure delivery.
Shipping Returns
We serve clients all over Chicago, across the country, and around the world. When we ship completed projects to remote clients we:
- Wrap all materials in water proof plastic
- Only use new shipping boxes
- Triple-tape every box
- Include extra shipping insurance
- Provide package tracking numbers
- Retain digital backups in our studio even after return shipments arrive safely.
Fast Turnaround Time
Because of the size of our staff and the efficiency of our processes, we can complete in days or weeks what would usually take months or years. In fact, most client projects are completed in less than two weeks, which means your memories are with us for a short period of time.
Conclusion
Some people think it’s risky to have a professional archivist work on their Family Photo Archive. However, many people forget their memories are already at risk through age, neglect, and inadequate storage. You could be one leak or power outage away from losing precious memories.
At Chaos to Memories we have industry-leading equipment, storage, and protocols in place to keep your memories safe for now and generations to come. Clients around the world trust us every day to keep their memories private and safe. Please reach out if we can help.
Interested in working with Chaos to Memories?
If you’re near Chicago and ready to get started, come visit our Wheaton Studio Monday – Friday, 10-5. Please bring your memories with you.
If you live outside the Chicagoland area, we’re happy to send you a Project Form and Contract, along with shipping instructions, so you can get started on your project.
Contact us for more information.