Author: Crown Information Managment

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.  

Safeguarding Your Business from the Risks You Can’t Afford to Ignore

A data breach can happen faster than you think, and the damage can last for years. You may be able to train your employees to change their passwords regularly or to exercise caution when opening links in emails. But it only takes a stolen hard drive, a misplaced file, or a document tossed in the trash to make life uncomfortable. A minor mistake can expose your business to significant risks, including legal costs, lost customers, and reputational damage. The good news is that many breaches can be prevented with proper safeguards in place. The most effective and affordable way to reduce your risk is to use secure, professional document shredding services.

Understanding the Real Cost of a Data Breach

Running a business requires having a handle on various aspects, and very few of us have a data breach on top of our to-do list. There are clients to help, employees to manage, and equipment to buy. However, if your company suffers from a data breach, everything else falls off the list while you try to recover. Understanding how and what happens can help you protect your business:

1. Things that happen during a data breach: When sensitive or confidential information is accessed, stolen, or exposed without permission, a data breach has occurred. The source of the data varies, including digital records, paper documents, and even old devices. Here are a few ways this happens:
   1. Paper files are thrown away instead of being shredded
   2. Old hard drives are sold or recycled without being wiped
   3. Employees leave sensitive papers unsecured on desks or in unlocked cabinets
   4. Lost USB drives or laptops fall into the wrong hands 
2. The financial costs of a data breach: Data breaches can cost a company hundreds of thousands of dollars. For small businesses, it can mean shutting their doors for good. The costs come from a variety of aspects, including:
   1. Legal fees and investigations
   2. Regulatory fines for violating HIPAA or FACTA laws
   3. Customer notification and credit monitoring services
   4. Downtime and lost productivity
   5. Loss of clients or contracts
3. Damage to your reputation and customer trust: There are many reasons to shred your documents. The main reason is that when customers trust you with their information, they expect you to protect it. One data breach can shake that trust and drive your clients to your competitors. You can rebuild your damaged reputation over time, with effort, and with the right financial investment. Even one incident can cause long-term harm to your brand and business relationships. It is especially serious for companies in healthcare, finance, real estate, or legal fields. They have regulatory mandates for privacy and confidentiality.

Prevent Data Breaches with Professional Shredding by Crown Information Management

No matter what industry you’re in, protecting company and client data should be a top priority. Crown Information Management offers professional shredding services to help protect your company. We provide hard drive and digital media destruction, as well as 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 that 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 and help your organization avoid a data breach. We are a SOC1, NAID AAA, and PCI-certified company.  

Your Tampa business handles sensitive documents, including employee records, customer files, financial reports, and vendor contracts. Over time, these papers pile up, and many companies aren’t sure what to do with them. You may be tempted to keep everything, including paper records, hard drives, and media. This isn’t the best choice for keeping your office tidy, alleviating stress caused by clutter, and avoiding the serious risks associated with holding onto outdated records. Instead, you need to keep certain records and securely shred the rest. If you haven’t thought about utilizing a professional document destruction company, there is no time like the present to do so!

Reasons to Destroy Documents in Your Tampa Business

It’s time to clear the clutter and reclaim your company’s storage space. Consider these reasons to develop a document destruction schedule and tackle those outdated records:

1. Prevent identity theft and data breaches: Old documents often contain private details, such as Social Security numbers, banking information, account logins, and customer data. Even something as small as a printed email can expose personal or company information. If you throw away documents instead of securely destroying them, they can be picked up by thieves, leaving you exposed to potential lawsuits. Items that should be shredded and not thrown away include employee records, client information, financial statements, and internal business documents.
2. Remain compliant with federal and state regulations: Certain industries are legally required to dispose of their documents securely. If you work in healthcare, the financial sector, or education, you must adhere to stricter privacy and security laws. These regulations fall under HIPAA, FACTA, and GLBA. Failing to comply can result in hefty fines, legal action, and damage to your organization’s reputation. Shredding your records that contain protected or sensitive information ensures you stay compliant and avoid costly penalties.
3. Reduce clutter and free up space: When your office fills up with outdated paperwork, it becomes harder to stay organized. Take a look at your filing cabinets, storage rooms, and desks. They become overloaded, making it challenging to find the documents you need. When you destroy records that are no longer necessary, you and your team can save space, improve workflow, and keep only what is relevant to your job. A professional shredding company can help with one-time purge services and routine shredding services to help your office run smoothly.
4. Protect your business reputation: Your clients trust you to keep their personal information safe. If you fail to dispose of their data properly, that trust is broken. Even a minor breach could lead to negative online reviews, loss of business, or long-term damage to your brand. Professional document destruction tells your customers that you take their privacy seriously. That level of care builds trust with your clients, employees, and partners.

Choose the Right Shredding Partner in Tampa – Pick Crown Information Management 

Make secure shredding a simple task by partnering with Crown Information Management. We understand what you face as a business. We offer HIPAA, FACTA, and FIPA-compliant shredding and information management services to help you maintain security and compliance. We will handle your documents securely, whether you prefer on-site or off-site shredding. We also offer hard drive and digital media destruction, ensuring no data can be recovered and misused by criminals. You’ll receive a Certificate of Destruction as proof that your documents have been properly destroyed. 

For experienced help with shredding, scanning, indexing, 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.  

Businesses handle a large amount of paperwork each day. There are tax forms and contracts, employee records and client files, all weighing down desks and filling up filing cabinets. Managing documents is part of your daily routine, but what do you do when the cabinets are full and your storage rooms are overflowing? How do you manage that chaos? The big question is: “Do I store this, or is it time to shred it?” Knowing when to retain and when to destroy documents securely can protect your company from compliance issues, security risks, and unnecessary clutter. Choosing a reliable and professional shredding company is the best way to ensure you’re doing what’s right for your business.

Tips to Help Decide What to Keep and What to Shred

Not every record should be kept for all eternity. But not all records need to be destroyed. Understanding the difference between when to shred and when not to will make your work life a little easier and bring you peace of mind. 

Consider these suggestions:

1. Know what should be stored and for how long: Certain documents must be kept for legal, tax, or operational purposes. In most cases, storing these files is not optional. It’s required by law. For those records you need to hold onto, keeping them in a secure, climate-controlled environment is essential.  Generally, the following documents need to be stored:
   • Tax records should typically be stored for seven years or as directed by your accountant.
   • Employee records may need to be kept for four years after the staff member leaves.
   • Contracts and agreements should be stored for the length of the contract and a few years afterward, or as suggested by your attorney.
2. Don’t keep it if you don’t need it. You take some risks when you store documents that are no longer required. Holding onto sensitive paperwork past its retention period can make your business vulnerable to identity theft, legal liability, and compliance violations. If you have documents that are no longer needed for legal, financial, or operational purposes and contain sensitive data, you should have them securely shredded. It’s also important to destroy digital storage media, such as hard drives, USB drives, and CDs. Simply deleting files is not enough to keep your data safe. Records you should destroy include:

1. Outdated customer or employee records
2. Old invoices or payment information
3. Expired contracts or proposals
4. Medical or legal files that have passed retention deadlines
5. Find the balance between storing too much and shredding too soon: You may easily fall into the trap of keeping everything “just in case.” However, over time, you will end up with clutter and expensive storage costs. On the other hand, you may get into a cleaning frenzy and shred documents too early before they’re legally allowed to be destroyed. That will put your business at risk. Partnering with an information management company can help you avoid these common mistakes and strike a balance in your document retention needs.

Storage and Shredding Solutions from Crown Information Management

Choosing between storing and shredding doesn’t have to be confusing. 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. Don’t take chances with sensitive information when dealing with stacks of paper or aging hard drives. 

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

Updated: June 4, 2025

Don’t Let Mother Nature Ruin Your Business – Seek Help from the Pros

Florida is known as the Sunshine State, but not far behind is its reputation for hurricanes. From June until November, the residents and guests of this lovely state watch the weather, waiting and preparing for the next storm to hit land. When there is a threat offshore, businesses and homeowners get ready by placing plywood planks over windows and hunkering down. The goal is to be prepared for the worst. Your Florida company will benefit significantly from preparing documents to stay secure in the next hurricane season. By using the services of an information management company, you can be at peace when bad weather hits. Services such as records management and media destruction ensure that documents are kept safe, secure, and dry. Recovering from a natural disaster is more manageable with help from the pros.

Avoid Legal Risks by Partnering with a Trusted Shredding Company

Real estate is a fast-moving industry. Day after day, realtors close sales, manage rental agreements, show properties to new clients, and handle client files. In the middle of all these important duties is the most crucial one of all, i.e., protecting sensitive information. As a realtor, you manage more than listings and showings; you deal with contracts, applications, loan documents, copies of driver’s licenses, background checks, and banking details. Each document contains private information you are responsible for keeping secure. If these papers aren’t properly destroyed, they can put your clients and reputation at risk. Client trust matters more than ever in today’s competitive market. Protecting their personal information shows professionalism. That’s why having a reliable shredding partner is essential. 

Why a Professional Shredding Partner Makes Sense

Your reputation means everything when you are a real estate professional. To ensure your success and continued growth, it makes sense to partner with a professional shredding company because:

1. Data breaches aren’t just a big business problem: You don’t have to be a large company to become the target of a cybercriminal. In fact, small businesses and independent real estate offices are viewed as easy targets. All it takes is a misplaced document or an old file tossed in the trash, picked up and used for identity theft or fraud. To make matters worse, if the word spreads that your office failed to handle personal data correctly, your reputation can suffer irreparable damage. A data breach is a costly mistake for you financially and professionally.
2. Paper and digital files both need protection: You probably work with a mix of paper and digital records. You may print out contracts for signing or save scans of documents to your computer or cloud system. Both types need to be properly destroyed but tossing them into the trash or deleting a folder isn’t enough. Paper can be pulled from the garbage, and deleted digital files can be recovered.
3. Stay compliant with Florida regulations: You are responsible for following federal and state data privacy laws such as the Fair and Accurate Credit Transactions Act (FACTA) and Florida’s Information Protection Act (FIPA). Both require businesses to safeguard and properly dispose of personal information. 
4. Take the guesswork out of document disposal: The professional shredding companies offer a variety of secure options, including:
   1. Routine shredding: You can set up weekly, biweekly, or monthly pickups.
   2. One-time purge projects: Clean out old files from years past with large-volume shredding.
   3. On-site and off-site shredding: You can watch while your documents are being destroyed at your location or send them via secured transport to the shredder facility.
   4. Digital media destruction: Get rid of any hard drives, USBs, CDs, and other digital storage, ensuring deleted data cannot be recovered.
   5. Certificate of destruction: Gain peace of mind and proof that your materials were destroyed properly.

Crown Information Management Helps Florida Realtors Stay Secure

Make document security simple by partnering with Crown Information Management. We understand the pressures you face as a realtor. We offer FACTA and FIPA-compliant shredding and information management services to help you maintain security and compliance. We will handle your documents securely, whether you prefer on-site or off-site shredding. We also offer hard drive and digital media destruction, ensuring no data can be recovered and misused by thieves. You’ll also receive a Certificate of Destruction as proof that your documents have been properly destroyed. Call us today for more information.

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.