Author: Crown Information Managment

Protect Your Business by Destroying Outdated Office Equipment

Office technology evolves rapidly and requires regular upgrades. We all love new, shiny phones, computers, and copiers. But what happens to outdated or broken devices? These machines store sensitive data and simply throwing them away can put your business at risk. Using professional destruction services ensures that confidential information stays protected and helps your company remain compliant with industry regulations. When you choose an experienced information management company, you can rest easier.

Office Equipment You Must Destroy

If you have any of these items, you can have them professionally destroyed, and when the job is done, you will have a Certificate of Destruction and reassurance that data is safely decimated:

• Computers and hard drives: Even if you have your hard drives wiped, data can still be retrieved by cyber thieves. Simply deleting files or reformatting a hard drive does not guarantee that the information is permanently deleted. Secure hard drive shredding physically destroys the device, ensuring that no data can ever be recovered. Certified destruction also helps you stay compliant with privacy laws like HIPAA and FACTA.
• USB drives and external storage devices: These tiny, yet mighty devices can store thousands of files, including company records and customer information. Think of this: a lost or stolen USB drive is an easy target for data theft. What’s worse is that even if the data is deleted, it can often be restored using special software. Shredding ensures the complete destruction of the device and information.
• Smartphones and tablets: Your company’s devices store thousands of emails, contacts, financial details, and login credentials. A discarded phone could provide hackers with access to private accounts, company emails, and sensitive business information. Resetting the device is not enough to guarantee peace of mind. Professional shredding handles the issue of how to permanently remove information, eliminating security threats.
• CDs, DVDs, and backup tapes: Outdated storage devices can still contain archives of company data, contracts, and financial reports. Your company may rely less on physical media, but old CDs and backup tapes may hold critical information that could still be exploited. Using professional shredding services makes sure any old data is eliminated once and for all.

Trust the Experts for Safe Equipment Destruction

Tossing old office equipment in the electronics waste disposal dumpster is not enough to protect your company. Sensitive data can be accessed even from outdated or broken devices. Crown Information Management offers secure and reliable solutions to help protect your business and ensure compliance. We offer hard drive and digital media destruction and routine shredding services with flexible pickup options, including weekly, biweekly, or monthly schedules, to keep your shredding process on track. Whether you prefer on-site or off-site shredding, we ensure your documents are securely handled.  After every job, you’ll receive a Certificate of Destruction as proof your documents have been properly destroyed. 

For experienced 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. Let our team work for you. We are a SOC1, NAID AAA, and PCI-certified company.  

Seasoned Experts Ready to Help Your Document Compliance Needs

Hospitals handle vast amounts of sensitive patient information daily. This information ranges from medical records to billing details, and you need to ensure the data remains secure. It is crucial to safeguard patient privacy and adhere to stringent healthcare regulations. Secure shredding and information management play a vital role in helping hospitals in Florida meet these standards, reduce risks, and operate efficiently. Having seasoned experts available to grab your documents and X-rays provides you with the confidence that none of your patient’s information will be compromised. 

What Documents and Media Need Secure Disposal?

Healthcare facilities must adhere to strict regulations, including the Health Insurance Portability and Accountability Act (HIPAA) and the Health Information Technology for Economic and Clinical Health (HITECH) Act. These laws require medical facilities like yours to securely handle and dispose of patient information to prevent unauthorized access. You and your team generate a wide range of documents and digital media that require secure destruction, including:

• Patient medical records: HIPAA mandates that outdated or unneeded patient records be securely disposed of to prevent unauthorized access.
• Billing and insurance information: Financial and insurance records contain personal details that must be protected from identity theft.
• Employee and HR files: Hospitals and doctor’s offices handle sensitive employee information, which must be securely destroyed after the required retention period.
• Prescription orders and labels: Improper disposal of medication records can lead to misuse or fraud.
• Digital data storage devices: Hard drives, USB drives, and CDs storing patient or financial data should be destroyed using specialized shredding services to prevent data breaches.
• X-rays and other medical images: These contain protected health information (PHI) and must be securely destroyed once they are no longer needed. 

How Shredding Services Help Hospitals Stay Compliant

Hospitals and medical offices must implement a reliable shredding and information management strategy to protect patients’ data. Professional shredding companies offer many services such as:

1. On-site and off-site shredding options: You can choose between on-site shredding, where materials are destroyed at your facility, or off-site shredding, where documents are securely transported to a shredding facility.
2. Scheduled and one-time purge services: You can set up routine shredding schedules to manage your ongoing paperwork or arrange for a one-time purge to securely destroy larger volumes of outdated records. 
3. Chain of custody and Certificate of Destruction: You can trust a documented chain of custody and Certificate of Destruction to help you stay in compliance with HIPAA and other healthcare regulations.

Protect Patient Privacy with Crown Information Management

Hospitals in Florida must take every precaution to safeguard patient data. Crown Information Management offers HIPAA-compliant shredding and information management services to help your hospital maintain security and compliance. 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 your documents have been properly destroyed. 

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. Let our team work for you. We are a SOC1, NAID AAA, and PCI-certified company.  

Seasoned Professionals Ready to Help Your Document Shredding Needs

When you look at your desk, what do you see? Are stacks of documents piling up on your desk? Is your filing cabinet overflowing with old records? If you’ve been thinking, “Do I really need to keep all of this?”—you’re not alone. It might seem easier to throw everything away, but that could put your business, employees, and clients at risk. Sensitive information is found in almost every industry, especially in the legal, financial, and healthcare fields. Just one misplaced document could lead to trouble. So, how can you figure out which documents need to be shredded and which can be safely tossed? The team at Crown Information Management can help you make the right choice.

Take the Business Document Shredding Quiz

Not sure whether a document should be shredded? Deciding can be tricky, especially when you’re unsure what types of information need extra protection. Here are a few simple questions to help you make the right decision about different documents:

1. Does it contain customer, employee, or patient information? If exposed, personal details like Social Security numbers, birth dates, and banking information can lead to identity theft.
   If the answer is yes, then shred it.
2. Is it a legal, financial, or tax document? Sensitive contracts, tax returns, payroll records, and financial statements can be misused if they fall into the wrong hands. Shred it once its retention period is up.
3. Does it relate to HIPAA, FACTA, or GLBA compliance laws? Industries like healthcare and finance have strict document retention and destruction rules. Failing to comply could result in hefty fines. Shred it when it’s no longer needed.
4. Is it a draft, internal memo, or meeting notes? These documents may seem insignificant, but they could contain confidential business strategies or proprietary information. Review before shredding.
5. Is it just outdated marketing material or general office paperwork? Flyers, brochures, and business reports don’t contain sensitive data. Recycle these instead of shredding.

Common Mistakes Businesses Make with Document Disposal

Even the most diligent businesses can make mistakes when it comes to document disposal. Here are a few common errors to watch out for:

1. Holding onto documents longer than necessary: Many businesses keep paperwork past its retention period, leading to higher storage costs and increased compliance risks. Create a shredding schedule to ensure timely disposal.
2. Throwing out confidential documents instead of shredding them: Dumpster diving is still a real threat. If you don’t correctly shred sensitive materials, they could be exposed to identity thieves.
3. Neglecting digital storage: Hard drives, USBs, and CDs can continue to hold sensitive data even after deletion. Simply erasing files doesn’t fully protect you. Proper destruction is essential.

Stay Secure – Trust Your Document and Data Shredding to the Experts

Document security doesn’t have to be stressful. Crown Information Management provides secure, reliable solutions to help protect your business and ensure compliance. We offer routine shredding services with flexible pickup options, including weekly, biweekly, or monthly schedules to keep your shredding process on track. If you have years of old files to clear out, our one-time purge service can assist with bulk shredding. 

Whether you prefer on-site or off-site shredding, we ensure your documents are securely handled. 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 your documents have been properly destroyed. 

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. Let our team work for you. We are a SOC1, NAID AAA, and PCI-certified company.  

Take a look around your office. Do you see stacks of documents piling up in the corner? Maybe your co-worker just barely escaped an avalanche of old files! It starts with one paper, then a folder, and before you know it, you’ve got a mountain of outdated records taking up precious office space. But there’s a bigger problem beyond the clutter: those papers could contain sensitive client or company information. A misplaced financial report or an old client file in the wrong hands could lead to a data breach, identity theft, or even legal trouble. 

Businesses have a legal responsibility to protect sensitive information, and failing to do so can result in hefty fines or loss of customer trust. That’s where Crown Information Management comes in. With our secure shredding services, you can clear the clutter, protect your business, and ensure compliance with one simple phone call.

Why Shredding Matters for Your Business

Every day, businesses and individuals handle confidential documents that contain sensitive details. Financial records, patient information, legal files, and even junk mail can become a risk if they fall into the wrong hands. Identity theft, data breaches, and compliance violations are real concerns. 

Crown Information Management’s professional shredding services protect your information while keeping you compliant with laws like HIPAA, FACTA, and GLBA. We offer secure shredding solutions tailored to your needs. Whether you require a one-time purge or a regular shredding service, our team ensures your documents are destroyed beyond recovery. Our process includes:

• On-Site and Off-Site Shredding: Watch your documents being shredded onsite, or let us securely transport them for destruction at our facility.
• Certified and Compliant Services: We adhere to strict security standards and provide a certificate of destruction for your records.
• Hard Drive and Media Destruction: Digital data is just as important as paper documents. We securely destroy hard drives, USBs, CDs, and other media to prevent data theft.
• Product Destruction: Ensure that outdated or defective products never reach the wrong hands.

The Hidden Risks of Not Shredding

Failing to destroy sensitive information properly can lead to:

• Identity Theft – Stolen personal data can be used for fraud, credit card scams, or opening unauthorized accounts.
• Corporate Espionage – Competitors can gain access to trade secrets or confidential business strategies.
• Legal and Financial Penalties – Non-compliance with document destruction laws can result in fines reaching thousands of dollars per violation.

Protect Your Personal Information

Shredding isn’t just for businesses—individuals can benefit, too. Consider old tax returns, bank statements, and credit card offers. They can easily be used for fraud. Instead of letting paperwork pile up, schedule a shredding service or stop by for our drop-off service to protect your personal information.

Don’t Let Documents Pile Up – Shred with Confidence!

Don’t take chances with your organization’s sensitive data. Shred it all with Crown Information Management. Whether you need routine shredding, a bulk purge, or secure media destruction, we’ve got you covered. Additionally, we can help with product destruction and document scanning. Contact us today to schedule your service and ensure your data stays confidential.

For experienced help with 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. Let our team work for you. We are a SOC1, NAID AAA, and PCI-certified company.  

Managing sensitive documents is a crucial responsibility for any Orlando business. Whether you handle client records, employee information, or financial documents, securely disposing of outdated paperwork is essential for maintaining compliance and protecting your company from data breaches. But how do you know when it’s time to bring in professional shredding services?

Signs That Your Office Should Schedule a Shredding Service

Your file cabinets and storage areas are overflowing. If your office is running out of space due to stacks of old documents, it’s time to declutter. Keeping unnecessary paperwork can lead to inefficiency, increased storage costs, and security risks. A professional shredding service ensures confidential records are securely destroyed while freeing up valuable office space.

You’re holding onto expired documents. Certain records, such as tax filings, employee files, and financial statements, have specific retention periods set by industry regulations. Holding onto expired documents longer than necessary increases the risk of unauthorized access or data breaches. Professional shredding helps you safely dispose of outdated records while staying compliant with legal requirements.

You need to comply with privacy laws. Businesses in Orlando must comply with laws like HIPAA (for healthcare), FACTA (for consumer data), and GLBA (for financial institutions). These regulations require proper handling and disposal of confidential information. Using a NAID AAA-certified shredding provider like Crown Information Management ensures your documents are destroyed in accordance with legal standards.

You’re concerned about identity theft and data security. Fraudsters can recover sensitive data from improperly discarded documents. If your office routinely throws away documents with client details, financial information, or employee records, you could be putting your business at risk. A secure shredding service ensures that documents are completely destroyed and cannot be reconstructed.

Your office uses in-house shredders that can’t keep up. Office shredders may seem like a cost-effective solution, but they often lead to wasted time and incomplete destruction. Manual shredding is slow, requires employees to feed in documents one at a time, and creates messes that need to be cleaned up. Professional shredding is faster, more secure, and includes eco-friendly recycling.

You’re moving or closing an office. Relocating or shutting down an office is the perfect time to dispose of old records you no longer need. Instead of packing and moving unnecessary paperwork, schedule a one-time purge shredding service to securely eliminate outdated documents before the move.

You want a cost-effective, eco-friendly solution. Regular shredding services save businesses time and money by streamlining document disposal. Plus, all shredded paper is recycled, reducing your environmental footprint. If sustainability is a priority for your Orlando office, professional shredding services provide an eco-friendly way to manage your paper waste.

Call Crown Information Management for Secure Shredding in Orlando

If your office recognizes any of these signs, it’s time to bring in the shredding professionals. Crown Information Management offers scheduled shredding, one-time purge services, and on-site mobile shredding for businesses in Orlando.

Call 800-979-9545 or request a free quote online to schedule your secure shredding service today! Protect your business, stay compliant, and eliminate paper clutter with trusted, professional shredding.

Transitioning to a Paperless Office Made Easy

Has your organization gone paperless yet? Some companies haven’t taken the plunge for various reasons. They may not see the benefits of transitioning to digital records. Some may fear losing control because they don’t have a hard copy of a document, but there are many benefits to moving hard-copy files into a digital format. For starters, your team will love the extra space they have in the office. Making the switch is a process that is best done with the assistance of a professional information management company that understands what it takes to transition. It will save you time and energy when you enlist their services.

How Digitizing Your Records Benefits Your Company

You will open a whole new world to you and your staff when you consider these benefits of going digital:

1. Streamline workflow: Scanned and indexed documents are much easier to find than those in overflowing file cabinets. Manila folders get misfiled, leading to lost productivity and frustration for team members.
2. Keep prying eyes away: Digital documents are encrypted, making them harder to steal. Additionally, you can determine who needs access to specific files, eliminating the need for locked doors and filing cabinets.
3. Maintain compliance requirements easier: The healthcare field must follow strict regulations like HIPAA. Keeping up with the different rules when using paper can be challenging. Digital record-keeping makes it easier with automated systems ensuring all documents meet regulatory requirements. 
4. Reduce auditing frustrations: Nothing is more embarrassing than having an auditor request a file you cannot find. Digital records make it easier to locate precisely what the auditor requests and help keep your nerves under control.
5. Consolidate information across locations and offices: Accessing paper files may be tricky if you have different offices across the city or state. When you digitize records, they can be accessed from any of your company’s locations. It also makes it easier to share information between departments, making teamwork easier.
6. Secure digital records preservation: Technology like AI addresses the concern of preserving data integrity by ensuring the accurate transfer of information from paper to digital form. Even handwritten notes can be saved securely in an electronic format.

Going Paperless Is a Breeze with an Expert Information Management Team 

Choose to transition from paper to digital with help from the team at Crown Information Management. We have expertly trained and HIPAA-compliant document scanning teams ready to ensure your documents are picked up, secured, prepped, scanned, and converted into the digital format you need. We can even help with indexing and tagging your records for easier access. When everything is complete, we can store your archived paper records in our secure facility. If you need other document services, we can help with shredding, media, and production destruction. That’s one-stop-shopping like no other. Call us today!

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. Let our team work for you. We are a SOC1, NAID AAA, and PCI-certified company.  

Protecting sensitive information is essential for both individuals and businesses in Fort Myers. Whether you’re managing personal records or handling confidential business documents, securely disposing of outdated records is crucial to prevent identity theft, data breaches, and compliance violations. While some documents need to be retained for legal or financial reasons, others should be properly shredded once they are no longer needed.

At Crown Information Management, we help Fort Myers residents and businesses securely dispose of vital records through our professional shredding services. Here’s a look at the key types of vital records you should be shredding.

Personal Vital Records to Shred

Many personal documents contain sensitive information that could be exploited if they fall into the wrong hands. When no longer needed, securely shredding these records helps protect your identity and personal security.

• Bank Statements & Financial Records – Once past their retention period, old bank statements, canceled checks, and loan documents should be shredded to prevent fraud.
• Tax Documents – The IRS recommends keeping tax records for at least seven years. After this period, securely shred outdated tax returns and supporting documents.
• Medical Records – Health insurance statements, medical bills, and prescription records contain personal data that should be shredded once they are no longer needed.
• Utility Bills & Credit Card Statements – Outdated bills and statements with account details can be used for identity theft if not properly destroyed.
• Legal Documents – Old wills, contracts, or property records that have been updated or replaced should be shredded to ensure confidentiality.

Business Vital Records to Shred

Businesses in Fort Myers must comply with privacy laws like HIPAA, FACTA, and GLBA, making proper document disposal essential. Failing to securely shred confidential records can result in legal consequences and reputational damage.

• Employee & Payroll Records – Once past their required retention period, old employee records, pay stubs, and benefits information should be securely destroyed.
• Client & Customer Information – Businesses handling customer data, including invoices, contracts, and applications, must shred outdated documents to protect privacy.
• Financial & Accounting Records – Expired financial statements, receipts, and reports should be properly disposed of to prevent fraud or compliance issues.
• Confidential Business Documents – Internal memos, strategic plans, and proprietary information should be shredded when no longer in use to protect business operations.
• Medical & Patient Records – Healthcare providers in Fort Myers must comply with HIPAA regulations by securely shredding old patient records after the required retention period.

Why Shredding Vital Records is Important

Properly shredding vital records ensures:

• Compliance with Regulations – Avoid penalties and maintain compliance with state and federal privacy laws.
• Protection Against Identity Theft – Destroying personal and business records prevents unauthorized access to sensitive information.
• Environmental Responsibility – Secure shredding services recycle paper waste, reducing environmental impact.

At Crown Information Management, we offer on-site and off-site shredding services in Fort Myers to help businesses and individuals securely dispose of vital records.

Schedule Your Secure Shredding Service in Fort Myers

Don’t let outdated documents put you at risk! Crown Information Management provides secure, NAID AAA-certified shredding services in Fort Myers, FL, to help you dispose of sensitive records safely and responsibly. Contact us today to schedule your shredding service and protect your confidential information.

Making Document Cleanup Easy

Winter is an excellent time to tidy up your office. When it comes to paper documents, you may want to conduct a major purge more than once a year rather than wait for spring to arrive. Hard copy files take up a lot of room and can cause your team to lose time that could be better spent doing their jobs. As you plan your paper purge, remember to enlist the services of a professional shredding and records management company. They can assist you with proper destruction and storage services. With their help, you won’t have to worry about losing vital files or struggling to maintain your records.

How to Know It’s Time to Schedule a Major Paper Purge

Are you struggling to decide when to start purging the paper in your office? Here are seven signs that now is the time for a significant purge:

1. Your filing system and cabinets are overflowing. Most offices have several filing cabinets teeming with manila folders and paperwork. The drawers don’t shut properly, and what doesn’t fit winds up on your team’s desks, making it challenging to stay organized. When the drawers and desktops overflow, it’s time to call reinforcements with a professional shredding company.
2. Your archiving system is a mess.  If you don’t have a good handle on your archiving system, you and your team will spend too much time combing through drawers looking for documents. The lost productivity can be frustrating. However, by purging your archives, including using cloud-based storage, your team will spend less time tracking what they need.
3. You are worried that your documents are not properly secured. When your file cabinet drawers are overfull, they may not close and lock properly. Additionally, if they are not in a secure area, anyone can access records they are not authorized to. Conducting a purge will help bring things back under control and allow you to secure records.
4. You are stuck at your desk. Working from home is an option today, but it isn’t when you are stuck at the office because all the paperwork is in hard copies. Choosing a professional company that can scan and index your records helps make working from home possible.
5. The expenses to keep things stored in-house keep going up. Everything costs money, and some items cost more than they used to. Buying more file cabinets takes up money and space. You can save both by scheduling a significant purge of your documents. It can also be cost-effective to store your documents off-site.
6. Some documents have passed their retention dates. The best part of retention dates is that when you reach them, you can take action. Failing to take action can lead to too many files remaining on your premises. It makes sense to purge as soon as retention dates come up.
7. You need more office space. Office space is at a premium and can be expensive. Before your company decides to move to a new location, consider how much space you can have by conducting a major purge of all files.

Plan a Paper Purge with the Professionals 

Conducting a whole office paper purge is not for the faint of heart. Crown Information Management can help your team by providing shredding and storage services. Additionally, we can help with media and product destruction and document scanning. We understand the need to destroy and store documents securely. Call us today, and let’s get to work!

For experienced help with 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. Let our team work for you. We are a SOC1, NAID AAA, and PCI-certified company.  

Data protection is a huge business priority in today’s world. Since the first report of a data breach more than two decades ago, businesses have had to work diligently to protect their customer’s personal information from getting into the wrong hands. There are companies dedicated to providing software to help people and companies keep data safer. There are more laws and regulations in place to ensure that organizations handle paper documents properly, including how long to keep records and how to dispose of them. Professional paper shredding services are a simple yet vital step for safeguarding sensitive information in your organization. If your Orlando company needs help handling the mountains of paper in your office, it’s time to hire professionals.

Why Your Orlando Business Needs Trusted Paper Shredding Services

Hiring a professional document destruction company is simple, but what they provide is invaluable, including:

1. Helping you with regulatory compliance requirements: Some industries have regulatory requirements for protecting sensitive information, including the legal and medical arena. For example, doctor’s offices must follow HIPAA laws to protect patients’ personal information. If they fail to dispose of these documents properly, potential fines and legal consequences threaten their reputation, operational flow, and profitability. Professional shredding companies understand what is required and can help you meet compliance standards.  
2. Aiding you in protecting against data breaches: Discarded documents are a target for identity thieves. They are not shy about dumpster diving because what they find can be very lucrative. Even paper shredded in small office shredders can be put back together like a puzzle and give away precious secrets. A qualified shredding company has commercial shredders that will obliterate and recycle your documents, leaving nothing for thieves to steal.
3. Boosting your team’s productivity: In-house shredding takes up a team member’s valuable time. Instead of assisting customers or handling their other tasks, they are stuck at a desk, slowly feeding small bunches of paper at a time into a tiny shredder. If you want to free up your team’s time, outsource the shredding to a team that is experienced, equipped with the right tools and training, and therefore, faster and more efficient at this job.
4. Helping your company remain environmentally responsible: Many companies don’t think about where their outdated documents go. They may throw all their paper records away instead of recycling them. Even if they put the documents in a recycle bin, there is no guarantee that identity thieves won’t dive in and steal these records. Professional shredders not only destroy your paper documents, but they also recycle them, helping your company to remain environmentally responsible.
5. Saving your company money: Purchasing and maintaining shredding equipment can eat into valuable monetary resources. More importantly, if you fail to shred documents properly, you may feel the pain of the legal issues from a data breach. Utilizing a commercial shredding company eliminates costly mistakes from incomplete shredding and saves you money on equipment purchase and maintenance.

Outsource Your Shredding Responsibilities to the Pros

Don’t let mounds of office records overwhelm you and your team. Prevent the risk of faulty destruction and theft from criminals. The team at Crown Information Management will come to your facility, shred your documents on-site, and give you a Certificate of Destruction. We can do all of this with little disruption to your day. We also provide safe, dry storage options for the records you must keep. Are you ready to ramp up your compliance game? Contact us today to see how we can work together! 

For experienced help with document storage, shredding, media destruction, and records management, 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 Level 2 Report,NAID AAA, and PCI Certified company.