Cintas Identifies the Top Five Document Management Issues in Restaurants
January 17 2011 - 12:33PM
Business Wire
On January 3rd, revisions to current PCI Security Standards
became effective for foodservice operations, providing guidelines
to help prevent compromised credit card information in restaurants.
To help restaurants secure their business information, Cintas
Corporation (Nasdaq: CTAS) today released a list of the five most
common document management-related issues in foodservice with tips
for helping restaurateurs improve business document handling. For
more information, Cintas is also hosting a free webinar on the
subject January 19th from 3 – 3:30 p.m. EST and January 20th from
11:30 a.m. – noon EST.
“Restaurant operators often do not have the resources to stay up
to date on changing document management laws and lack the right
systems to protect their business, exposing them to risk from
noncompliance, fraud and theft,” said Brian Garry, Senior Director
of Foodservice, Cintas. “A secure document management program will
optimize many restaurant management processes in any type or size
of operation, improving compliance and reducing overall business
costs.”
Protecting customer credit card data against rising
fraud-related incidents is a major issue for many foodservice
operations including credit card “skimming,” an illegal method of
retrieving credit card information from an otherwise legitimate
transaction, which cost the restaurant industry more than $200
million in 2009. Other valuable personnel and business data can
also be vulnerable without the proper document management program
in place. Poor document management practices can also impact human
resources, accounts payable and accounts receivable operations.
Below are the top five most common data privacy issues within a
foodservice organization:
1. Maintaining and tracking employment application forms.
Completed by prospective applicants prior to employment, these
documents maintain important information that could be used to
steal someone’s identity. These documents should remain in a secure
system that is easily accessible for future reference or review by
the Equal Employment Opportunity Commission (EEOC). Once personnel
documents are no longer needed, they should be shredded so the
information does not fall into the wrong hands.
2. Proper filing of I-9 employment forms. Quick service
restaurants (QSRs) are often a target for illegal immigrants who
will work during the period while their I-9s are processed and
before they are identified as illegal workers. Regulations to
control this issue are expected to increase, so restaurants are
encouraged to have a document management system in place where I-9s
can be easily tracked and located to stay compliant.
3. Personnel file duplicates. Restaurants oftentimes have
two types of folders on employees which are called “floor” and
“shadow” files. In addition, other departments may maintain
separate personnel files on employees. Multiple files can create
confusion and prevent information sharing. Maintaining one online
version of a personnel file assures all the necessary information
is in one location.
4. Credit Card Fraud. Whether it is compromised credit
card information or discrepancies with a restaurant bill, credit
card fraud is on the rise within foodservice. To help limit
reconciliation issues and protect customer data, an offsite hosted
document imaging program ensures the security of your data while
providing immediate online access and saving valuable storage
space.
5. Mislaid Documents. In a hectic restaurant
environment, familiar documents such as invoices, payroll reports
and personnel forms can become easily displaced. Time spent
searching for these documents equals lost labor hours. An online
document imaging solution can help reduce the storage space
required to file old documents and limit time spent locating filed
or misplaced documents.
“Negative public relations, lost revenue and compliance issues
can all directly result from poor document management practices,”
added Jamie Samide, Director of Marketing-Emerging Businesses,
Cintas. “As foodservice operations look to increase margins and
gain customer loyalty, a document management program can help
protect and organize the vital information that keeps the business
running.”
For more information on how to streamline your document
management practices and to register for Cintas’ webinar, go to
http://www.cintas.com/dmsolutions.
About Cintas:
Headquartered in Cincinnati, Cintas Corporation provides highly
specialized services to businesses of all types primarily
throughout North America. Cintas designs, manufactures and
implements corporate identity uniform programs, and provides
entrance mats, restroom supplies, promotional products, first aid,
safety, fire protection products and services and document
management services for approximately 800,000 businesses. Cintas is
a publicly held company traded over the Nasdaq Global Select Market
under the symbol CTAS and is a component of the Standard &
Poor’s 500 Index.
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