Information is the lifeblood of any business and requires the same level of protection as other precious assets. Whether your business records are in digital or physical format, they require:
Systematic Classification: Distinguishing between records by classifying them as ‘vital’, ‘important’ and ‘useful’
Proper Handling: Designing and implementing appropriate document management practices
Secure Storage: Investing in robust technology frameworks, advanced information security protocols, and professional records storage services.
Whether it is active file management or record storage for the minimum applicable period, your storage units or filing rooms contain heaps of boxes and papers at any point. Even if you adopt best-in-class indexing and classification practices, your staff may spend several hours a year filing, storing, and retrieving required files or documents. Outsourcing your records storage and management needs to the professionals is an excellent solution for reallocating your resources and optimizing your operational budget.
Besides financial, physical, and human assets, every business relies on a fourth asset – information. Your company’s compliance management, risk management, and corporate governance have huge dependencies on the quality of your information management practices. Without proper systems and processes, managing your records and information may be akin to taming an insurmountable monster. However, hiring qualified Records and Information Management (RIM) professionals will benefit your business in more ways than you can imagine.
The experts at Crown Information Management discuss the advantages of outsourcing your records management activities to an experienced information management company.
Entrust Your Information Management Requirements to the Professionals
Records and Information Management is a science in itself. It is about defining and implementing policies, processes, systems and technology solutions to capture, access, store, secure, retrieve, use, or distribute any organizational records and information. As a business leader or owner, you may design your own protocols for coding, managing, or accessing the physical or digital records. However, partnering with RIM professionals goes a long way in ironing out inefficiencies, and easing your burden of records preservation and retrieval.
Here are some of the advantages of partnering with a SOC1, NAID AAA and PCI Certified company, such as Crown Information Management for your records and information management requirements:
Save Time and Resources: Instead of dedicating critical man-hours to their core job, your staff may often spend time in sorting, indexing and filing papers, or retrieving records from a storage facility. Our qualified RIM professionals use proven methods for classification and storage and provide speedy retrieval and delivery as and when you need any records. Additionally, we offer a scan on demand service, where we convert your required records into scanned images for immediate electronic delivery through secure channels.
Improve Security: As a professional information management company, we maintain your records in our state-of-the-art storage facility in Winter Haven, FL, which meets the State of Florida Guidelines for managing your information.
We offer a secure, climate controlled environment to store your vital and valuable information that is equipped with an advanced fire suppression systems and a complex watershed system.
We randomize the storage locations for your records throughout our facility in order to de-risk from unauthorized access or accidental damage.
We limit access to your records based on your pre-authorized security list.
Sophisticated security systems and strict access controls make our premises a much safer option than self-storage units or your office storage facilities.
Remain Compliant: Besides stringent access controls and tracking systems, we provide timely review reports that include retention scheduling as well as suggestions for records that you can dispose of. Our RIM professionals stay abreast of all regulations and industry-specific norms applicable to your business, ensuring that you remain compliant on both preservation and destruction of records. We can safely shred redundant records, hard drives, and digital media in our facilities.
Reduce Budgetary Pressures: Every business comes under continued pressure for reducing operating costs. Outsourcing your records management requirement means freeing up valuable real estate and spending less on resources, security, transportation, and moving equipment.
Avoid Liabilities: Your own employees lifting or stacking heavy files and boxes could mean an increased risk of workplace injuries. Delays or an inability to produce required records for legal or audit queries could entail expensive fines or legal action. Relying on our RIM professionals will help you avoid such liabilities and protect your company’s brand reputation.
Improve Profitability: Easy and timely access to your records and information would mean you can make critical business decisions more efficiently and on-time. Investing in sophisticated information management systems and technology could translate into more business and improved profitability.
Boost Productivity: In-house records management can be a tedious task. From freeing up the time for your staff to eliminating the need for records storage space or infrastructure, we contribute to improved efficiencies and productivity in several different ways
Our information management systems track your records with key indexing and barcodes, saving you valuable time on records retrieval and business decision making.
Through our web access information management system, you can review and monitor a digital listing of all your records, including detailed descriptions, date spans, titles, filing spans, and disposal dates.
We also help you identify and purge duplicate records and establish a complete chain of custody in line with your access control requirements.
Hire the qualified RIM professionals at Crown Information Management for all your information management needs. To learn more about our complete suite of services, call 800-979-9545 or contact us online.
It is the season of the scare-a-fest, and most of us may remember at least one funny or spooky Halloween story from the years gone by. In fact, walking into your recordkeeping room or a self-storage facility could evoke some of those memories or remind you of scenes from the horror movies you have watched. Long echoing corridors, flickering tube lights, stacks of storage boxes, hissing sounds of a stray rodent that has made your space its home, and a monster lurking behind the boxes, patiently waiting for you!
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:
The novel coronavirus crisis continues to take a toll on lives, livelihoods, economies, public health systems, and businesses. Organizations, professionals, and educational institutions that transitioned to a remote environment within hours of the World Health Organization declaring COVID-19 a pandemic, remain in a virtual mode with their operations for the most part. By now, most businesses have ironed out the initial hiccups related to inadequate infrastructure, poor connectivity, or lack of a dedicated workspace at home and started accepting the emerging realities as the ‘new normal’. While both, individuals and business are adapting remarkably well to these emerging realities, it is important to remember that all privacy, security, and safety laws are still crucial during the pandemic. Alongside, there is also a spike in identity theft during the pandemic, as unscrupulous elements exploit the current vulnerabilities.
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.
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