Author: Crown Information Managment

Protecting Your Clients and Reputation 

Today’s digital world is a whirlwind of data, and most of it lives on devices and hard drives, not in filing cabinets. From patient charts and legal files to banking records, the information your firm or practice stores electronically is often the most private and valuable you own. Yet even when files are deleted, the data remains on the drive until it is physically destroyed. For law firms, medical offices, and financial institutions, this isn’t just a technical issue. It’s a matter of compliance, security, and trust. When it is time to get rid of computers, secure hard drive destruction ensures that confidential data is permanently unrecoverable, keeping your business protected from data breaches, penalties, and damage to your reputation.

Why Hard Drive Destruction Matters

Deleting files or reformatting a drive doesn’t make the information disappear. Skilled hackers or data recovery tools can still retrieve private files, emails, and financial details. This means that simply discarding or recycling an old computer can leave your firm open to serious risks. 

A professional hard drive destruction service eliminates that risk. They shred or crush the drive into small, unrecoverable pieces, and you receive a Certificate of Destruction to prove you are compliant. For industries such as law, medicine, and finance, this documentation serves as an essential safeguard against liability.

Understand Your Industry-Specific Risks

Even though all businesses need data protection, certain industries face much stricter standards and consequences if things go wrong:

1. Law firms: Your law firm manages sensitive client information, contracts, case files, and communications. Failing to destroy hard drives properly could lead to a breach of the attorney-client privilege or violations of ethical rules. Secure destruction ensures that outdated drives do not become a weak link in maintaining that vital client confidentiality. 
2. Medical offices: Under HIPAA, medical providers must safeguard all patient information, whether stored on paper or digitally. Old computers, backup drives, or medical imaging devices can hold years of patient records. HIPAA violations can result in costly fines, legal action, and the loss of your patients’ trust. Certified hard drive destruction ensures your practice’s compliance and protects patient privacy.
3. Financial institutions: Banks, credit unions, and accounting firms hold some of the most sensitive data imaginable, such as social security numbers, financial statements, and account details. They fall under regulations such as the Gramm-Leach-Bliley Act (GLBA), which requires the secure disposal of consumer information. Using a trusted destruction provider helps financial institutions meet these standards and protect their customers from identity theft.

The Benefits of Professional Hard Drive Destruction

Choosing a certified information management company gives you and your business a long list of benefits, including:

• Data protection since physical destruction ensures data cannot be recovered.
• Proof of compliance with a Certificate of Destruction documents that your drives were handled according to federal and state regulations.
• Flexible service options such as on-site destruction or off-site service for convenience.

Crown Information Management Helps You Stay In Compliance

Partner with a shredding company like Crown Information Management, where you can enjoy a full-service solution for all your electronic and paper records, including routine shredding, one-time purge services, secure digital media destruction, and document storage and indexing. Our services meet the highest security standards and include a Certificate of Destruction for your records to make sure you abide by the rules and regulations applicable to your industry. Don’t take chances with sensitive information when dealing with aging hard drives. Secure disposal is part of innovative management for your firm or practice, and it’s easier than you think with help from Crown Information Management.

For experienced media destruction, scanning, indexing, shredding, records management, and document storage services, call Crown Information Management. You can reach us at 800-979-9545 or contact us online to learn more about our services. Put our team to work for you. We are a SOC1, NAID AAA, and PCI-certified company.  

Answers to Common Questions About Secure Shredding and Information Protection

If your business handles sensitive information, you already know how important it is to keep that data safe. Your clients depend on you to protect their personal information. When it’s time to dispose of old documents, hard drives, or other confidential materials, you are bound to have questions. What should you shred? How often should you destroy documents? And how do you know the information is really gone for good? Professional shredding companies help clients with these questions all the time and can help guide you in setting up the best system for your business or organization.

6 Common Shredding Questions Answered

As you stare down a pile of papers, wondering if now is the right time to destroy them, or you wonder if certain materials can be shredded, check out these six common questions and their answers:

1. Why should my business use professional shredding services instead of managing the task in-house? Professional shredding offers you more than convenience. It provides you with peace of mind. In-house shredders often cannot handle high volumes of paper. You will discover that it leaves pieces large enough for thieves to reconstruct. A professional shredding company ensures that your documents are destroyed, helping you remain compliant with privacy laws such as HIPAA and FACTA. Plus, it saves your team time and includes a Certificate of Destruction to prove your materials were handled securely.
2. What types of materials can be shredded? Commercial shredding services cover more than just paper. Businesses like yours across Florida rely on certified shredding providers to securely destroy the following:
   • Paper documents
   • Hard drives and other digital media
   • X-rays and medical films
   • Old employee IDs, uniforms, or branded material
   • Old office equipment
3. How often should I schedule shredding services? There isn’t a clear-cut answer because it depends on your document volumes and compliance requirements. Regular shredding helps reduce storage clutter and eliminates the risk of outdated files being left unsecured. Many businesses choose between these options based on their needs:

1. Routine shredding services that can be scheduled for weekly, biweekly, or monthly pickups to stay consistent.
2. One-time purges are ideal for annual cleanouts or when moving offices.
3. Walk-in services are ideal for low-volume transactions and individual consumers.

4. What’s the difference between on-site and off-site shredding? With on-site shredding, a mobile shredding truck comes to your location so you can watch your documents being destroyed immediately. Off-site shredding offers the same level of security but allows your materials to be securely transported to a certified shredding facility for destruction. Both options are compliant, convenient, and designed to meet your needs.
5. Do I need to remove staples or paper clips before shredding? No. Industrial shredding machines are designed to handle staples, paper clips, and even folders. This means you have less prep work and a faster, more efficient shredding process.
6. How will I know my records are securely destroyed? Established shredding providers will provide you with a Certificate of Destruction that documents the date, location, and method of destruction. It serves as legal proof of compliance, especially in healthcare, finance, or legal fields.

Protect What Matters Most with Help from Crown Information Management

Secure shredding is one of the simplest and most effective ways to protect your business, employees, and clients from data theft or compliance violations. Crown Information Management offers comprehensive solutions for managing your paper and electronic records, including routine shredding, one-time purge services, secure digital media destruction, and document storage and indexing. Our services meet the highest security standards and include a Certificate of Destruction for your records. Protect your data and peace of mind with a shredding solution tailored to your company’s specific needs. 

For expert help with media destruction, scanning, indexing, shredding, records management, and document storage, call Crown Information Management. You can reach us at 800-979-9545 or contact us online to learn more about our services. Put our team to work for you. We are a SOC1, NAID AAA, and PCI-certified company.  

Compliant Shredding Begins with the Right Professional Shredding Company

We have many laws in place to protect people’s personal information. The HIPAA (Health Insurance Portability and Accountability Act) was designed to protect sensitive patient health information (PHI). Often, many think HIPAA applies only to hospitals and clinics. In reality, it applies to any business that handles medical records. They can be insurance agencies, law firms, billing companies, and some employers. If your company falls into any of these categories and fails to secure PHI, the results can be devastating. They may face a data breach, hefty fines, and the loss of their customers’ trust.  Partnering with a reliable, professional shredding company can be the ace up your sleeve in developing a secure HIPAA compliance strategy.

Why Proper Document Disposal Matters

It is not uncommon for businesses to underestimate the risks posed by having physical records. Paper files that sit in storage or are tossed in the trash can easily be accessed by the wrong person. HIPAA requires that personal health information be completely destroyed when it is no longer needed for its intended purpose. This rule applies to both paper and digital records. A HIPAA-compliant shredding process ensures that:

1. Documents are completely destroyed so that they are unreadable and unrecoverable. Basically, they cannot be pieced back together. 
2. Disposal follows strict compliance standards, protecting your organization from fines and penalties.
3. Paper and electronic records are adequately destroyed, reducing the risk of data breaches.

Features of a HIPAA-Compliant Shredding Program

Not all shredding services give you the same service. To meet HIPAA requirements and maintain compliance, a shredding provider should offer:

1. Secure collection containers placed at your office for safe storage of sensitive records.
2. Routine or one-time shredding services to handle your ongoing needs or large cleanouts.
3. On-site or off-site shredding options with processes that ensure the highest security standards.
4. A Certificate of Destruction to give you proof that your materials were destroyed correctly. 
5. Trained and vetted personnel who understand HIPAA compliance requirements and know how to handle your documents securely.
6. Hard drive and media destruction for your computers, backup tapes, and USB drives.

Avoiding Common Mistakes

Even if you and your team understand HIPAA requirements, you can slip up when it comes to properly disposing of records. These mistakes can put your company at risk of data breaches or fines. Some common pitfalls you may face include:

1. Holding on to records longer than necessary increases your storage costs and legal exposure.
2. Throwing old files in the trash, where unauthorized individuals and identity thieves can easily access them.
3. Forgetting to properly destroy digital storage devices, leaving sensitive information recoverable. 
4. Failing to train your staff on compliance policies, which can lead to unintentional violations. 

Stay Compliant and Protect Your Reputation with Crown Information Management 

Managing document compliance in-house can be a stressful task. Crown Information Management makes it easier. We make the process simple, efficient, secure, and compliant. Enjoy our full-service solutions for your paper and electronic records, including routine shredding, one-time purge services, secure digital media destruction, and document storage and indexing. Whether you use our walk-in feature or have a regular schedule, our services meet the highest security standards and include a Certificate of Destruction for your records. Our team understands the challenges you face and can handle all your shredding needs. Contact us today for more information.

For experienced assistance with HIPAA compliance, walk-in shredding, media destruction, scanning, indexing, records management, and document storage, contact Crown Information Management. You can reach us at 800-979-9545 or contact us online to learn more about our services. Put our team to work for you. We are a SOC1, NAID AAA, and PCI-certified company.  

Protecting Sensitive Data Is as Important as Ever

In today’s technology-driven world, it’s easy to believe that paper records are no longer needed. Many businesses, including yours, have moved several processes online, from billing to file storage. Yet, offices still generate paper documents every day. Think about your own office. How many contracts, medical charts, and printed emails do you handle throughout your day? The need to securely destroy both physical and digital records has never been greater. Choosing professional shredding services provides you with a secure, reliable way to protect your business, your customers, and your reputation, even in today’s ‘paperless’ world.

Why You Should Shred Documents and Hardware in Today’s Digital Age

Technology makes many things convenient, but it can also put your reputation at risk when it comes to destroying paper and digital records. It’s essential to remember that handling things with care is vital in this digital age. Here are three reasons to keep professional shredding at the top of your list for your records:

1. Paper isn’t gone, and it still poses risks. Many industries rely on paper records for daily operations and for compliance reasons, even in the digital age. These documents contain private information that must be handled with care. Common examples include:
   1. Healthcare providers keep printed patient charts and consent forms.
   2. Legal and financial firms store contracts, tax documents, and case files.
   3. Small businesses generate invoices, receipts, and employment paperwork.

Without secure shredding, these documents can fall into the wrong hands, leading to identity theft, compliance issues, and expensive breaches.

2. The overlooked threat of the digital age: Going paperless may save trees, but it doesn’t mean you are risk-free. Digital devices also store sensitive data that can be accessed long after you delete those files. Examples of overlooked devices include:
   1. Computer hard drives
   2. External drives and USBs
   3. Backup tapes and discs
   4. Outdated smartphones or tablets

Secure destruction of these devices with the help of a professional shredding service helps prevent cybercriminals from recovering personal, financial, and proprietary information.

3. A comprehensive approach to data security makes more sense. For the best protection, consider the benefits of working with a professional shredding provider. They don’t just shred paper; they handle a variety of information sources with strict security measures in place. Some of the benefits include:
   1. Meeting compliance requirements (e.g., HIPAA and FACTA)
   2. Reducing the risk of breaches with regular, scheduled shredding
   3. Providing a certificate of destruction for your records and audits
   4. Saving you and your staff time and ensuring materials are handled securely from start to finish

Stay Diligent in the Digital Age with Crown Information Management

Secure shredding of documents and hard drives remains a cornerstone of data protection for smart business managers. When you responsibly dispose of both paper documents and electronic devices, your company can lower its risk of data breaches, remain compliant, and safeguard its reputation. Crown Information Management offers both on-site and off-site shredding services, providing a secure and flexible solution. We will also provide you with a Certificate of Destruction as proof of proper handling and destruction. Our team is well-trained in understanding HIPAA guidelines, and we maintain a secure facility to protect your records both on-site and off-site. From shredding and storage to hard drive and X-ray destruction, we are ready to help. Call us today! 

For experienced help with shredding, media destruction, scanning, indexing, records management, and document storage, call Crown Information Management. You can reach us at 800-979-9545 or contact us online to learn more about our services. Let our team work for you. We are a SOC1, NAID AAA, and PCI-certified company.  

Save Time, Cut Costs, and Stay Compliant with One Trusted Partner

When you manage sensitive documents across several business locations, you have your work cut out for you. Each office generates its own paperwork, digital media, and files. All of which need to be securely disposed of when the time is right. If each of your offices works with a different shredding vendor, processes can become inconsistent, costs may rise, and compliance can be a challenge. That’s why it makes sense to work with one shredding company that also has multiple locations. You get to enjoy the advantage of utilizing a local partner who is close by while also providing the structure and consistency of a centralized program.

A Centralized Shredding Provider Serves You Where YOU Are

Using a centralized shredding company lightens your load, and you can focus on your other responsibilities with stress-free confidence. Consider these benefits:

1. Local service with centralized control: Having a shredding vendor with several offices means all your offices benefit from fast, local service. Scheduling is convenient and fast when there are trucks and staff nearby. Additionally, everything is coordinated under one program. Because of this centralized control, each of your locations follows the same high standards of security and compliance.
2. Simplified vendor management: Take the hassle out of managing several shredding contracts for multiple offices. Dealing with different invoices, varying levels of service, and numerous points of contact wastes your valuable time. With one vendor covering all of your offices, you only have one contract, one invoice, and one partner to manage. Not only do you save time, but this streamlined approach makes life easier for you and reduces the risk of miscommunication.
3. Consistency across all your offices: Security is strongest when processes are consistent. When you work with one shredding vendor that serves all of your locations, you ensure each of your offices follows the same shredding schedule and uses the same secure procedures. Your employees will know what to expect no matter which office they work in.
4. Cost savings and operational efficiency: Using one vendor can also lead to cost savings. You can often enjoy bundled services for lower overall prices. Your staff spends less time coordinating multiple shredding providers, and compliance audits are easier to manage with standardized reporting and one system to track.
5. Scalable for your growing business: As your company expands, so will your shredding needs. New locations can be added to an existing program without disruption, especially when your provider has multiple locations, too. 

Crown Information Management Makes Centralized Shredding Simple

Prevent document security from becoming complicated across your various locations. Choose Crown Information Management as your centralized shredding vendor. We have multiple offices and a consistent, quality program to make your job much easier. Look to us for flexible scheduling for all your offices. You can also choose between on-site or off-site shredding, where we ensure your documents are securely handled. We will provide you with a Certificate of Destruction for proof of proper handling and destruction. Our team is well-trained to understand HIPAA guidelines, and we keep our facility secure to protect your records off-site. From shredding and storage to hard drive and X-ray destruction, we are ready to help! 

For experienced help with shredding, media destruction, scanning, indexing, records management, and document storage, call Crown Information Management. You can reach us at 800-979-9545 or contact us online to learn more about our services. Let our team work for you. We are a SOC1, NAID AAA, and PCI-certified company.  

Protect Student and Staff Information While Staying Compliant This School Year

As the new school year begins, educational institutions such as schools and colleges face the yearly challenge of managing an influx of paperwork. Your staff can quickly drown in student records, administrative paperwork, and sensitive information. From enrollment forms to payroll documents, schools accumulate vast amounts of data that must be handled carefully. If your team improperly disposes of these records, students, staff, and your school can be at risk. Secure shredding and information management aren’t just best practices; they are critical for protecting everyone’s privacy, maintaining compliance, and safeguarding against data breaches. 

Why Secure Document Disposal Matters in Education

Each education system is responsible for safeguarding a vast range of sensitive information. At any one point, you need to adhere to FERPA laws for your student’s education records and HIPAA for their health information. State privacy regulations have strict rules for how long you must retain those records and how to destroy them when they are no longer required. Using a secure shredding program ensures that sensitive information doesn’t fall into the wrong hands.

The Most Common Types of Records That Need Secure Disposal

Consider the types of documents with sensitive information your school generates each day, including:

1. Student records such as enrollment forms, grade reports, disciplinary memos, and transcripts.
2. Financial documents that include tuition statements, scholarship applications, and payroll records.
3. Health and counseling records such as immunization forms, medical records, and counseling notes.
4. Administrative paperwork, such as HR files, contracts, and other documents containing confidential employee information.

All these records should be destroyed securely once they are no longer needed, keeping you in compliance.

How Your Institution Can Implement a Secure Shredding Program

You have many options for managing document destruction safely and efficiently, such as:

1. Establishing a routine shredding schedule: Choose from weekly or monthly appointments to keep sensitive paperwork from piling up.
2. Walk-in shredding services: Use this for one-time cleanouts or end-of-year (or semester) purges, providing secure shredding options for educational institutions that are both flexible and professional.
3. On-site vs. off-site shredding: On-site shredding allows your staff to witness the destruction process, while off-site ensures bulk disposal is handled securely at a certified facility.
4. Media destruction: Hard drives, USBs, and other digital storage must also be destroyed to prevent unauthorized access.

Benefits of Partnering with a Professional Shredding Provider

Working with a certified shredding and information management company gives you peace of mind as it ensures consistency, security, and compliance across all departments and campuses. They provide many services to reduce your administrative burdens, including:

1. Reliable and standardized procedures across every location.
2. Peace of mind for compliance, helping you avoid FERPA, HIPAA, or state regulation violations.
3. Eco-friendly recycling options for your shredded paper. 
4. Certificates of destruction to verify secure disposal and maintain audit records. 

Crown Information Management Handles Back-to-School Easily

Back-to-school season is the perfect time to review and securely dispose of outdated records with the help of Crown Information Management. We make the process efficient, secure, and compliant. Enjoy our full-service solutions for your paper and electronic records, including routine shredding, one-time purge services, secure digital media destruction, and document storage and indexing. Whether you use our walk-in feature or have a regular schedule, our services meet the highest security standards and include a Certificate of Destruction for your records. Secure disposal is part of keeping your students and staff’s sensitive information out of criminals’ hands, and it’s easier than you think with Crown Information Management on your side.

For experienced help with walk-in shredding, media destruction, scanning, indexing, shredding, records management, and document storage, call Crown Information Management. You can reach us at 800-979-9545 or contact us online to learn more about our services. Put our team to work for you. We are a SOC1, NAID AAA, and PCI-certified company.  

Why Walk-In Shredding Is a Smart Option for Many

Businesses and individuals alike handle sensitive documents on a daily basis. At any time, you may have financial records, medical files, contracts, and other records in your hands. These often contain private or confidential information. When they are no longer required, you need to be able to properly dispose of them to protect that information and reduce the risk of data breaches or identity theft. Walk-in shredding services offer a convenient, secure, and cost-effective solution. You don’t have to worry about having an expensive long-term service contract or a bulky machine in the back office. Using walk-in shredding services allows you to take control of your document disposal needs without a commitment or added costs. Simply gather your records together and drop them off at a secure location where a trusted shredding company handles the rest.

The Benefits of Walk-In Shredding

Using a shredding company for walk-in shredding is super convenient and offers many benefits that will make your day much easier. If you are on the fence about whether to take your paper records to be shredded, consider these benefits:

1. It’s convenient and flexible. You don’t necessarily need to make an appointment. You can take advantage of the company’s walk-in hours.
2. It’s ideal for small quantities of shredding. This is an excellent option for small offices, individuals, or when you’re doing a quick file clean-out.
3. It’s affordable. You only pay for what you bring, making it perfect for occasional shredding.
4. It’s a secure process. Just like scheduled shredding, your documents are handled and destroyed under strict security protocols.
5. It’s great for non-business customers too. Many people don’t realize that walk-in shredding is available to the public, not just businesses.  

Common Misconceptions About Walk-In Shredding

Even though walk-in shredding is a convenient and secure option, many people still have doubts about how it works. When you understand the common misconceptions about cost and security, you can feel better about taking advantage of this easy and reliable solution. Consider these misconceptions:

1. It’s not secure. Wrong! The reality is that walk-in shredding uses the same chain-of-custody and security standards as scheduled pickups. 
2. It’s only for businesses. No! Walk-in shredding is ideal for consumers conducting a file cleanout of items such as old tax files, medical bills, or personal records. 
3. It’s too expensive. It isn’t! This service is usually priced by weight or box and is a very budget-friendly option for smaller jobs.
4. I have to prep or remove staples. You don’t need to! Most industrial shredders can handle staples, paperclips, and folders, so you don’t have to spend time sorting and deciding what can be shredded or not. 

How Walk-In Shredding Works

The process is so quick and easy, you may wonder why you never thought about this before. You bring in your documents. They are weighed and securely shredded. Finally, you receive a Certificate of Destruction. Easy!

Crown Information Management Handles Your Walk-In Shredding with Ease

The next time you have a quick cleanout of your desk or office, head down to Crown Information Management for our walk-in service. We can take your paper, small electronics, computers, monitors, printers, and non-paper materials for complete shredding at reasonable rates. We also offer full-service solutions for your paper and electronic records, including routine shredding, one-time purge services, secure digital media destruction, and document storage and indexing. Whether you use our walk-in feature or have a regular schedule, our services meet the highest security standards and include a Certificate of Destruction for your records. Secure disposal is part of keeping your business and personal life out of criminals’ hands, and it’s easier than you think with Crown Information Management on your side.

For experienced help with walk-in shredding, media destruction, scanning, indexing, shredding, records management, and document storage, call Crown Information Management. You can reach us at 800-979-9545 or contact us online to learn more about our services. Put our team to work for you. We are a SOC1, NAID AAA, and PCI-certified company.  

Protecting Patient Data Starts with the Right Partner

Medical practices and hospitals manage more sensitive information than most businesses. Within each facility are stacks, drawers, and rooms full of patient records, billing forms, diagnostic images, and prescriptions. Each item contains private data that must be protected. Properly managing, storing, and disposing of this information is essential not only for protecting your patients’ privacy but also for maintaining compliance with HIPAA and other healthcare regulations. Without a reliable partner, your practice risks accidental data breaches, identity theft, and costly fines. Your staff may not have the training or tools to ensure documents, hard drives, or X-rays are securely destroyed or stored. That’s why working with a certified information management provider is crucial.

What’s the Risk When You Go It Alone

You don’t need to play the Lone Ranger when managing your document storage and destruction. This can quickly create problems as busy staff members may not know which records to shred or how long to keep them. Sensitive files could end up in the wrong hands or simply get misplaced. The most common risks you and your team face are:

1. HIPAA violations from improper disposal
2. Identity theft from files or digital devices
3. Fines for missing retention deadlines
4. Overloaded storage rooms filled with outdated records 

How an Information Management Provider Eases Your Stress

Medical teams are trained to care for patients, not manage complex information security. Choosing the right information management company is your ticket to better document management and compliance. They will offer a full range of services designed for the healthcare industry, such as:

1. Secure document shredding to ensure all your patient records are destroyed safely and in line with HIPAA requirements.
2. Record storage that is organized and in a climate-controlled facility for files that must be kept for longer durations.
3. Hard drive and media destruction to prevent data leaks from old computers, USB drives, and backup tapes.
4. X-ray and film destruction to safely dispose of medical images and related materials.
5. Product destruction for any expired or recalled items that cannot be used.

Healthcare data breaches can cost thousands of dollars in fines and damages. Improper handling of sensitive documents or digital devices puts your facility at risk. Partnering with a professional company helps prevent these issues by using secure processes every step of the way.

A Strong Information Management Partner Makes All the Difference

Work with the professional team at Crown Information Management. We have served Florida’s medical community for years. We have the experience and know-how to help you keep your practice secure and compliant. We offer flexible scheduling, including weekly, biweekly, or monthly pick-ups to fit your workflow. Choose between on-site or off-site shredding, where we ensure your documents are securely handled. We will hand you a Certificate of Destruction for proof of proper handling and destruction. Our team is well-trained to understand HIPAA guidelines, and we keep our facility secure to protect your records off-site. From shredding and storage to hard drive and X-ray destruction, we are ready to help! 

For experienced assistance with media destruction, scanning, indexing, shredding, records management, and document storage, call Crown Information Management. You can reach us at 800-979-9545 or contact us online to learn more about our services. Let our team work for you. We are a SOC1, NAID AAA, and PCI-certified company.  

Smart Records Management Keeps Your Business Secure Before and After the Storm

Hurricanes are an integral part of life in Florida. Most businesses have a storm plan in place that includes boarding up windows, checking insurance policies, and backing up files. One area that often gets overlooked is your sensitive business documents. Storms can damage more than just your building. They can destroy employee records, customer files, financial data, and other sensitive information. If you’re not prepared, you could face bigger problems like lost information, legal issues, and costly recovery efforts. It is possible to protect your documents with a smart storage strategy utilizing a professional information management company before the storm hits. They can ensure your records are kept dry while the storm rages outside.

Protecting Sensitive Documents Before the Storm Hits

A good offensive strategy will work wonders when the rain pours and the winds whip around your building. Paper documents can be ruined by water, scattered by wind, or even stolen during cleanup. Hard drives and other digital storage devices can also be damaged or lost, putting your confidential data at risk. Protecting your records needs to be part of your hurricane readiness plan. 

Here is how you can get started:

1. Pre-storm prep: Before hurricane season begins, it is wise to take some time to review your records. Not everything needs to be stored. Consider what documents are past their retention period and should be securely shredded. Getting rid of old files helps reduce clutter and limits your risk if your office is damaged.  A one-time purge service is a fast, secure way to clean out your office before the storm season begins. For any records you still need, scanning and backing them up digitally or storing them off-site is an excellent option. If you’re not sure which files you should keep or destroy, consider shredding these:
   1. Expired contracts
   2. Old customer records
   3. Payroll or tax files past their required retention
   4. Outdated internal reports
2. Utilize off-site document storage: Even if your office building is well-built, it may not be the safest place to store vital files. Storm surges, leaks, or power loss can damage boxes and filing cabinets in minutes. Using secure, climate-controlled document storage in an off-site facility will give you peace of mind. Your records are kept safe from heat, humidity, and flood damage, and are easily accessible when your business is ready to reopen.
3. Remember your digital media: Just like paper files, digital devices are at risk during the hurricane season. Hard drives, USB drives, CDs, and backup tapes can be damaged by water or power surges. Even if they seem okay, they may still be compromised. If you are replacing or disposing of any digital equipment before or after a storm, don’t throw it away or delete files because deleted data can often be recovered unless the device is properly destroyed.
4. What to do after the storm: If your office suffers damage, it may be tempting to toss out wet or ruined documents. That could lead to a data breach if any of the papers contain sensitive information. Call in the services of a professional shredding company to help you securely dispose of the damaged files and rebuild your records systems. They can also help you create a more efficient management plan for moving forward.

Count on Crown Information Management Before and After the Storm

At Crown, we understand what Florida businesses face during hurricane season; we live here too! That’s why we provide secure, reliable services to help you prepare before the storm and recover afterward. Whether you prefer on-site or off-site shredding, we will handle your documents securely. We also offer hard drive and digital media destruction, ensuring no data can be recovered and misused by criminals. After every job, you’ll receive a Certificate of Destruction as proof that your documents have been properly destroyed. Contact us before the next storm to establish a plan.

For experienced help with scanning, indexing, shredding, media destruction, records management, and document storage, call Crown Information Management. You can reach us at 800-979-9545 or contact us online to learn more about our services. We are a SOC1, NAID AAA, and PCI-certified company.