Are You Still Storing Records in a Public Storage Unit?

Reducing Risk For The Life Cycle of Your Information

Crown Information Management is a Florida based, locally owned and operated, secure information management service and proud member of The Better Business Bureau. Our goals are simple; to operate our services with the security and privacy our clients expect and to give you accurate assurances, on keeping our services, at the forefront of best practices.

Choose a Dependable Shredding Company Instead!

Public storage units serve an essential purpose. They are great for families in the midst of moving. They can help homeowners or apartment dwellers who need extra space for seldom-used items. Some people even use them for storing inventory for their small business. Unfortunately, some business owners believe a public storage unit is a satisfactory solution for tucking away client and company records. Keeping an office full of boxed documents is not appealing. However, there are better options that are not quite as risky, including using an information management company that understands the nuances of storing and destroying records securely.

4 Reasons NOT to Use a Public Storage Unit for Company Records

Before you take another load of boxed documents to your storage unit, consider these reasons why you shouldn’t, and instead, utilize a professional information management company with solutions to fit your needs:

You risk the theft of your client’s identities. The self-storage unit you used probably doesn’t have high levels of security. Once in, thieves can steal all your documents, including the ones with the clients’ personal information on them. The criminals can then pinch the identities of those within the records. A private storage company understands the importance of keeping unauthorized users from accessing records. They have safety protocols in place to ensure only those who need access get it.
Your records are at risk of destruction because of the elements. Self-storage units do not typically have safety features in the event of a fire, flood, or other natural disaster. In moisture-prone areas, paper documents can be damaged and grow mold and mildew. If a unit has a fire suppression system, the records will suffer damage if the system is activated. Why run the risk of losing everything when you can keep your documents with a company that has the necessary features in place to protect items within their care?
Your rented unit probably doesn’t have a camera. Some companies will have surveillance cameras around the premises, but that doesn’t mean there is one watching your specific unit. Experienced thieves will use this to their advantage and steal from any unit they want. Your contract will be no help, as many self-storage facilities indicate that they are not responsible for thefts. Professional document storage companies have the latest protection protocols to ensure their customers are covered.
You don’t have convenient access to your records. When you use a public storage unit, you must supply the racks and shelving for your boxes. If you don’t use shelving, then you run the risk of your boxes collapsing upon each other. Additionally, every time you need a file, you have to drive or send someone to your unit. The professionals can then bring you what you need.

Keep Records Out of Public Storage Units – Use Crown Information Management Instead

Save time, money, and your reputation by using the services of Crown Information Management. We provide a safe location for your documents, media, X-rays, and more. We can bring you files when you need them. Not only do we save you time and money with our convenient services, but we can show up at your current unit and shred what you no longer need. With our certifications, we can also help you meet your regulatory responsibilities.

For secure, pest-free storage with a SOC1 Level 2 Report,NAID AAA, and PCI Certified company, call Crown Information Management at 800-979-9545. You can also contact us online to learn more about our document storage, information management, and shredding services.

Document Destruction

Crown Information Management is Florida’s Premier choice for destruction. Our team will walk you through your choices of service and answer any questions you may have about the process.

Hard Drive Destruction

Crown Information management is NAID certified in both on and offsite destruction. We have policies and procedures in place to protect and support your chain of custody.

Media Destruction

Trust Crown Information Management to completely destroy your unwanted media material such as CDs and DVDs and render it unusable.

Product Destruction

Crown Information Management can arrange for the collection, transportation, secure destruction and disposal of all product destruction material.

Office Equipment Destruction

Electronic equipment that is no longer usable or is outdated is recycled through an advanced process that separates raw materials.

X-Ray Destruction

Crown Information Management will dispose of this confidential information properly to protect patients, doctors and the environment.

Records Storage

Crown Information Management understands the importance of record storage as a vital piece to the records management system. We can act as a resource for your company, in the classification and preparation of a records management program.

Document Scanning Services

The expertly trained and HIPAA compliant document scanning teams at Crown Information Management guarantee that your documents are picked up, secured, prepped, scanned, and converted into the digital format you need. Handwritten documents… no problem!

Records Indexing

Crown Information Management understands how overwhelming the process of tagging and indexing records can feel. Our professionally trained staff is available to assist you in the indexing of your records

Vital & Important Records

Creating a Vital Records Program should be part of your organizations business strategy, as well as, having a procedure in place, to compliment your Business Continuity & Disaster Plan. Crown Information Management can help!

Retention Schedules

Crown Information Management can act as a resource for your company, in the classification and preparation of a records management program. This description is provided, to give you an understanding of the basics of Records Management or (RM).