Author: Crown Information Managment

Whether you are dealing with space challenges for storing your ever-increasing stacks of physical files and documents, or you are pursuing the goal of a paperless office, digitization of records could be the ideal solution for you. However, going completely digital can be a tedious, time consuming and extremely expensive process. The average cost to image a box of records is between $225 and $300, depending on the type of information it contains. If such expenses are prohibitive for your business, or you wish to spread out the expenses over an extended period, a scan on demand service is a cost-effective way to move to electronic records.

Whether the fiscal end of your business is round the corner or a few quarters away, periodic purges of office documents is a critical activity around that time of the year. Besides decluttering the workspaces and freeing up valuable storage space, an annual or quarterly purging can help: 

Identity theft accounts for 65% of the total global data breach incidents. The enormity of cybercrime and the dangers it poses to businesses and individuals is evident from the fact that every 2 seconds an American falls victim to identity fraud. The dollar loss related to identity theft was almost $16.9 billion in 2019. However, these numbers are just a speck in the ocean of the expected cybercrime during the coming months and years. Against the backdrop of the COVID-19 pandemic, identity theft may transpire into an ever-worsening epidemic that leads to severe business losses and victimizes more people than ever before. 

As the COVID-19 pandemic continues to rage across the world, countries across the world are struggling with the big decision of reopening schools versus teaching through online platforms. In many states in the U.S., children may continue participating in virtual schools for the foreseeable future. The coronavirus containment measures, and limited scope of extra-curricular activities have led to an unprecedented increase in the amount of screen time that children get, even during the non-school hours. As a parent, if you worry about kids playing online games or browsing inappropriate websites, those worries may be further multiplied now, and rightly so.

While hurricane season in Florida officially begins on June 1 each year, this year the region has already experienced two named storms, even before the season began. Quick on the heels of the first two storms came the third named storm, Cristobal, which also brought sheets of rain in the Sunshine State. With meteorology experts predicting a busy hurricane season ahead, it is time to evaluate whether your business is ready to face the upcoming storms and related disruptions. 

• Do you have a formal business continuity and disaster management plan in place?  
• Can you evacuate your records, files, or business materials in a quick, hassle-free manner in the event of floods or other natural disasters?

The qualified and experienced professionals at Crown Information Management explain how to stay ahead of the storm and keep your records safe and accessible.

Key Considerations for Physical Information Security during Hurricane Season and Beyond

Most hurricanes are accompanied by heavy rains and strong winds. Which means, you need a strategy to run your Florida business in the face of floods, power outages, loss of internet connectivity, system downtimes, or other such potential obstacles.

• Ensure uninterrupted access to your digital information and business applications. Implement a robust business continuity plan that will help you operate from a secondary site with appropriate IT backup systems.
• Safeguard your physical files or records and enjoy easy access or smooth retrieval, even when your office premises are unreachable. 
• Partner with a reliable records management company that offers fire-resistant, water-resistant, temperature-controlled storage facilities, along with timely records retrieval services.
• Create a formal records management framework and prioritization access matrix to prevent chaos and confusion during times of crisis. When your teams have clarity in handling disruptive situations, they will be able to serve your customers in a smooth and uninterrupted manner. 

Being hurricane ready is not just about creating backup plans for your IT applications, servers, or physical records. It is also about reassuring your customers and stakeholders that the company is capable of performing regular operations despite any impediments. Remember to put in place a comprehensive internal and external communication strategy to address these aspects.

Preserve and Protect Your Physical Documents from Hurricanes and other Disasters

At Crown Information Management, we offer an extensive range of records management and storage services to multi-industry clients across Florida. Our state-of-the-art storage facility in Winter Haven, FL is equipped to address all possible threats to physical information security, including theft, accidents, and natural disasters. Our Records and Information Management (RIM) professionals specialize in sorting, coding, indexing, storing, and quick retrieval of paper files, folders, and documents. We also offer tailor-made records management solutions in keeping with your company’s indexing or filing methods.  

Strengthen your physical information security by using the records storage solutions of a SOC1, NAID AAA and PCI Certified company, such as Crown Information Management. Call 800-979-9545 or contact us online to explore our full range of record management services.

In the ongoing fight against the COVID-19 pandemic, a vast majority of us continue to work from home. Wherever possible, this arrangement may continue to be the norm for several more weeks or months. In light of this unprecedented and unplanned work routine, the risks of data breaches have gone up manifold. Although most organizations have invested in some form of data security or cybersecurity measures, their effectiveness in a large scale remote working environment is untested. What this means is that you may have to check whether your home office can battle data security threats the same way that your business or organization can. 

From complying with regulations, to reducing clutter and freeing up storage space, there may be several reasons for destroying your organization’s physical documents and digital drives at regular intervals. Since office shredding machines are not the best solution for safe and permanent disposal of records, partnering with a professional shredding company is an important step in protecting your business from a number of potential risks. 

Professional Records Management Services Can Make the Job Easier

Did you know the average office worker generates about 10,000 sheets of paper per year? While technological advances and cloud-based storage solutions may have reduced the dependence on paper records, achieving a 100% paperless office is still an ideology and not a reality. No matter how small or large your company, and how sophisticated your systems and technology, you may still have to preserve and manage heaps and tons of physical files and documents on an ongoing basis.