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Outsource Your Records Storage and Management

Outsource Your Records Storage and Management

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. 

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Top 7 Advantages of Hiring an Information Management Company

Top 7 Advantages of Hiring an Information Management Company

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…

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Move Your Records to a Professional Records Management Company

Move Your Records to a Professional Records Management Company

Avoid the Mistakes that Lead to Bad Recordkeeping  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! 

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Scan on Demand: A Cost-Effective Way to Go Digital

Scan on Demand: A Cost-Effective Way to Go Digital

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…

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Plan Ahead for Fiscal End Purges

Plan Ahead for Fiscal End Purges

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: 

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Don’t Let Your Guard Down during the Pandemic

Don’t Let Your Guard Down during the Pandemic

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…

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The Rise of Identity Theft during the COVID-19 Pandemic

The Rise of Identity Theft during the COVID-19 Pandemic

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…

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Keep Your Child’s Identity Safe during Online Learning

Keep Your Child’s Identity Safe during Online Learning

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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Hurricane Season is Here. Get Your Records to Safety

Hurricane Season is Here. Get Your Records to Safety

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…

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Address Your Home Office’s Data Liabilities

Address Your Home Office’s Data Liabilities

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…

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Off-site Records Destruction is Out of Your Hands

Choose Your Professional Shredding Partner Wisely  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. 

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Managing Records is like Taming a Huge Paper Monster

Managing Records is like Taming a Huge Paper Monster

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. 

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The Importance of Secure Hard Drive Destruction

The Importance of Secure Hard Drive Destruction

Learn Why Deleting Data or Dumping Drives is Not Good Enough Tossing something into the garbage or recycle bin may seem like the end of it. However, that is not true when it comes to getting rid of sensitive or confidential digital documents. Anyone with a basic understanding of technology can retrieve deleted electronic information through software or apps that are freely available on the internet. If fraudsters or cybercriminals get access to such devices, they can use the information pertaining to your business, customers, employees or vendors for various illegal purposes, severely impacting your company’s brand and credibility. In…

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Self-Storage of Business Records May Not Be a Great Idea

Self-Storage of Business Records May Not Be a Great Idea

Self-storage units are an excellent option for stowing your excess furniture, lawn equipment, seasonal goods, outgrown clothes or toys, and other such personal items. However, it may not be the best way to store and preserve your business related files and documents. While it may seem like an easy and quick fix to stuff boxes, self-storage is not a sustainable option for any business, small or large. 

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Continuity and Disaster Plan: Yes, Your Company Needs One!

Continuity and Disaster Plan: Yes, Your Company Needs One!

There are many factors that can disrupt your business operations or even bring your entire organization to a complete standstill. While a COVID-19 kind of global pandemic may be a once in a lifetime occurrence, the possibilities of natural disasters, terrorist attacks, server malfunctions, coordinated cyberattacks, or major power outages are other realities of the present times. Not having a strategy or plan to mitigate such threats, recover the damages, and restore your operations could severely impact your customers, employees, and not to mention, your balance sheet. To quote Benjamin Franklin, “By failing to prepare, you are preparing to fail.” 

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Secure Your Business with Storm Preparedness

Secure Your Business with Storm Preparedness

Even as the world is dealing with the effects of the COVID-19 pandemic, it’s important to keep in mind that we cannot let our guard down against natural disasters. In Florida, we know that hurricane season is not too far away. Every year, come June, the sunshine state experiences heavy rain, strong gusts of wind, and storm surges that lead to devastation of life and property. With 40% of all U.S. hurricanes hitting Florida, it’s critical that businesses and individuals prepare to face the next storm season. 

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On-Site Shredding Offers Peace of Mind, and More

On-Site Shredding Offers Peace of Mind, and More

The exponential rise in fraud and identity theft in recent years has compelled most businesses to continually evaluate the security protocols for both physical and digital records. It is about protecting the data and information throughout its lifecycle, from creation to disposal. While you may have implemented several measures to safely store your paper files and electronic data, you also need to ensure the robustness of your data destruction methods. Without a proper chain of custody, there can be leakages at any stage of the document shredding process, which in turn can have devastating effects on your business. 

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Choose Safe & Effective Physical Record Storage

Choose Safe & Effective Physical Record Storage

In the age of paperless offices, you may think you need to convert all your physical records to electronic data that eventually rests on a variety of offline and online networks. Whether it is on the advice of your technology vendors, or due to newer mandates introduced in federal, state or industry-specific legislations, you may transfer vast amounts of personal, financial and business information onto the cloud. However, it’s important to realize that your cloud storage or on-premise servers are not invincible. The number of instances of data breaches that make daily headlines are proof of the fact that online…

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Reduce Risk through Record Management

Reduce Risk through Record Management

Records management may seem like a mundane task that just helps organize your physical or digital files and folders for future retrieval. However, have you considered the repercussions of not doing this right? Whether it is a compliance issue or a security breach, sometimes a single piece of paper may have the potential to prevent a public relations crisis, or a complete corporate debacle. Essentially, not producing the right document at the right time could impact your business in a number of ways, including, expensive lawsuits, hefty regulatory fines, huge negative publicity, loss of trust amongst stakeholders, customer attrition, decreased…

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Reasons To Remove Your Business Records From Self-Storage

Reasons To Remove Your Business Records From Self-Storage

Keeping confidential records in a self-storage unit is a disaster waiting to happen. There are too many uncontrollable factors that affect business productivity and jeopardize client privacy. Fortunately, you have a choice. Records Management is the professional practice of managing the records of an organization throughout their life cycle, from the time they are created to their eventual disposal. This includes identifying, classifying, storing, securing, retrieving, tracking and destroying or permanently preserving records.

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Product Destruction: Destroy Sensitive Materials

Product Destruction: Destroy Sensitive Materials

There are a number of occasions when your business may be sitting on a large pile of inventory. From actual products, raw materials and branded packaging, to marketing props, uniforms, and stationery items, your warehouses or corporate storage spaces may be crammed with a variety of items. If these items are redundant, it is critical that you send them to a professional product destruction facility for secure disposal. 

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Implement a Records Management & Destruction Strategy

Implement a Records Management & Destruction Strategy

Whether it sits in digital documents, paper records, or hard drives, your business information is always potentially vulnerable to hacks, breaches and theft. While you can enhance the security of your digital information by investing in sophisticated IT security applications and technology, your physical files and folders do not enjoy the same privileges. This New Year, why not implement formal processes and policies around document management and destruction? Give your businesses the opportunity to:

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Florida Information Protection Act (FIPA)

Florida Information Protection Act (FIPA)

When it comes to protecting customer’s personal information, Florida means business. The Florida Information Protection Act (FIPA) which came into effect in mid-2014 applies to every business and government entity that stores the information of Florida residents. Essentially, this act:  Expands the definition of ‘personal information’ that every entity is legally bound to safeguardEstablishes stricter breach notification protocols than most other states in the US.

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Shop Safely this Holiday Season – Be Aware of the Typical Risks

Shop Safely this Holiday Season – Be Aware of the Typical Risks

It is that time of the year when most of us start gearing up for the upcoming holiday season. Planning parties and get-togethers with family and friends? Looking forward to escaping the cold and vacationing at a tropical retreat? No matter what your holidays look like, there will surely be plenty of shopping involved. Did you know that the holiday shopping season sees a huge spurt in cyber crimes and physical thefts? According to a NASDAQ report, during this time, incidents of identity theft peak and fraud rates soar 200% over the average rate. 

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Don’t Store Records in Public Storage

Don’t Store Records in Public Storage

Whether you are a small business, a large corporation, or an independent professional, when it comes to business documents, you may be dealing with heaps of papers that need filing, storing, and safekeeping. While renting out a public storage facility may be one of the ways to free up valuable real estate, is it really an effective or safe way to store your confidential, sensitive or important business records? 

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Identify Work Habits that Put Your Identity at Risk

Identify Work Habits that Put Your Identity at Risk

It is quite natural for many of us to turn a blind eye to the problems that have not impacted us, yet. You may not hesitate to narrate a story about a neighbor, a friend, or a relative who fell prey to a credit card scam, a robbery, a ransomware attack, or a social media account hack. But, how often do you pay heed to the real issues, or think about how you can prevent them from happening to you? As hard hitting as it sounds, you could be the next victim of any of these scams. Identity theft is…

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It’s Back-to-School Season! Protect Your Child’s Identity

It’s Back-to-School Season! Protect Your Child’s Identity

For any parent, back-to-school season is always a hectic time. From shopping for new clothes and school supplies, to completing a plethora of enrollment forms and applications, you may be juggling several tasks to get your child and family tuned in to a new school year. However, as parents of school-age children, be aware that this is also that time of year when your child’s identity is at maximum risk of theft. In the frenzy of filling out dozens of forms for sports teams, school programs or extra-curricular activities, you may unwittingly be handing out your little one’s sensitive information…

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Why is Shredding Important in the Education Sector

Why is Shredding Important in the Education Sector

Whether you are a teacher, administrative staff member, student committee member, or a volunteer, if you are closely involved in the field of education, you are aware of the huge amounts of physical and digital data that are processed daily. From personal and financial, to medical and education assessment, every institution collects, creates and stores a host of sensitive information pertaining to their staff, faculty, students and their parents/ guardians. Given the confidential nature of this data, a number of privacy protection measures are already in place for the education industry in the US. 

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Law Firms Need a Document Destruction Plan 

Law Firms Need a Document Destruction Plan 

No matter how large or small your legal practice, your business is privy to an enormous amount of confidential information, including:  Personal details, such as bank accounts, mortgage information, medical records, and other Personally Identifiable Information (PII).Agreements related to marriage, death, estates and wills.Information on business strategies, mergers and acquisitions, patents, trade secrets, undisclosed IPOs or other sensitive business data.

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In-House Shredding May Not Be Ideal for Your Business 

In-House Shredding May Not Be Ideal for Your Business 

If the rampant occurrence of identity theft, data hacks, fraud and cybercrime is anything to go by, it is vital to manage your business information with the utmost care. This is true for the entire life cycle of the data, from the time you acquire it, till the time you discard it. While you may think that investing in a few high-end shredders is sufficient to destroy your confidential documents, it may not be as simple as it appears. More often than not, in-house paper shredding programs turn out to be unsafe, inefficient and costly. 

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Secure Records Disposal for Hospitals and Medical Offices

Secure Records Disposal for Hospitals and Medical Offices

If you work in a healthcare establishment (hospital, emergency care center, medical office, laboratory, or other associated healthcare business), you are aware of the rampant data breach issues that plague this industry. Hence, it is no surprise that healthcare businesses have to comply with several state and federal laws that aim to protect patient privacy. From collecting and maintaining patient information, to securely destroying physical and electronic records, these regulations define a host of prescriptive measures to safeguard the patient’s medical information.  At Crown Information Management, we specialize in industry-specific solutions for maintenance and disposal of physical and digital records.…

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Hard Drive Destruction is Important

Hard Drive Destruction is Important

Whether you are upgrading to new devices or simply cleaning up storage facilities, don’t just discard your old computers, laptops, DVDs, drives or other electronic junk in garbage or recycle. Without proper disposal processes, you may be risking the reputation of your business and could end up becoming a victim of corporate fraud or identity theft. Unfortunately, we live in times where minor negligence in safeguarding our personal information or business data would mean paying a hefty price.  At Crown Information Management, we specialize in preserving, protecting and securely destroying paper records as well as digital media. While destruction of…

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Protect Your Business from Identity Theft

Protect Your Business from Identity Theft

Facts and Tips from Florida’s Trusted Information Management Experts There is no doubt that in the Information Age, all our physical and digital records are more valuable than we ever imagined. While technological advancements have led to easier and real-time access to information, they have also made us and our business more vulnerable to data breaches, hacks, scams and identity theft. 

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Get Ahead of the Storm

Get Ahead of the Storm

Tips for Business Continuity and Disaster Planning While Florida is famous for its sandy beaches and breathtaking views, the deadly hurricanes that have hit its shores have hogged more headlines than any other state in the US. As per the Hurricane Research Division of the National Oceanic and Atmospheric Administration, 40% of all U.S. hurricanes hit Florida. In addition to the powerful ones, such as Katrina, Charley, Wilma or Elma, even the lesser known ones have caused massive devastation to life and business in the sunshine state. 

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NAID Membership Does Not Necessarily Mean NAID Certified

NAID Membership Does Not Necessarily Mean NAID Certified

Your Information Management Experts Explain the Difference The international trade association for information destruction service providers, National Association of Information Destruction (NAID) is essentially the standards setting body for secure disposal of paper and electronic data. In addition to conducting process improvement research and creating global recognition for the information destruction industry, NAID protects the interests of consumers by setting strict guidelines for its member companies. The association also offers the AAA Certification, a systematic and thorough evaluation process that audits whether the applicant company meets the stated legislated requirements and security specifications of information disposal. 

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Due Diligence for Information Management Vendors

Due Diligence for Information Management Vendors

Useful Suggestions on How to Identify Quality Vendors Utilizing third-party assistance for the non-core activities of your business is a common practice. It increases operational efficiencies and reduces the burden on in-house costs and administration.  However, selecting the right vendor for your outsourcing requirements is a process in itself. If you wish to create reliable, safe and lasting partnerships, you need to invest substantial time and effort in evaluating the vendors and conducting proper due diligence. After all, you want to bring on board a partner that has strong risk management practices, process integrity and customer-orientation. 

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It’s Tax Season – Shredding Tips

It’s Tax Season – Shredding Tips

Know What to Shred and What to Keep It’s that time of year again!  Tax season is upon us. The time of the year when you will pull out confidential papers from files and boxes, exchange sensitive information with your accountants, and eventually file your taxes online. Tax related frauds are the most common form of identity theft. A 2017 Federal Trade Commission (FTC) report indicates that tax-related frauds account for 29.2% of the reported incidents of identity theft. 

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Data Breaches Can Happen Anywhere

Data Breaches Can Happen Anywhere

Predictions for 2019 by Information Management Experts in Florida  For many years, your primary information security concern was how to meticulously maintain the original, physical records, and protect them from being lost or stolen. However, today, paper records may be the safest way to protect your records! What presents fraudsters with an exponentially larger potential to amass valuable, sensitive information is your web presence and online activities. In fact, your digital footprint extends far beyond the information that you voluntarily share, post, or store for your personal, social, and professional needs. Imagine how much of your personal and confidential data…

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Breach Notification Letter Causes Patient Confidentiality Breach

Breach Notification Letter Causes Patient Confidentiality Breach

Aetna settled a lawsuit for $17 million Wednesday over a data breach that happened in the summer of 2017. The privacy of as many as 12,000 people insured by Aetna was compromised in a very low-tech way: The fact that they had been taking HIV drugs was revealed through the clear window of the envelope.

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Archival Storage Is Here!

Archival Storage Is Here!

Welcome to our new archival ready, storage area! The photos  show the air conditioning and humidity controls being added, as well as the shelving. Our first archival storage clients have already moved into this special area!  If you need a safe spot to place your Vital and/or Historical records call us today.We can also accommodate memorabilia, that may be awkward in size or shape.  Contact us if you want more information!

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Crown Adds a New Automatic Generator!

Crown Adds a New Automatic Generator!

Hurricane Season is just around the corner! One of Crown’s commitments was to add an automatic generator, in case of power outages. We have accomplished that goal! This automatic generator will be able to keep all our security systems, operation systems, and temperature control, up and running during power outages, without missing a beat!

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Don’t Assume! Know!

Don’t Assume! Know!

According to a 2016 study published by Blancco Technology Group, out of 200 used computer drives purchased, from eBay and Craigslist, 67 percent of the drives held personally identifiable information and 11 percent contained sensitive corporate data. The only way, to be sure, that your information is gone, is to destroy the hard drive. Crown Information Management can destroy those hard drives for you, providing you with a complete chain of custody.

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Medical Identity Theft

Medical Identity Theft

Is Your Doctor Safeguarding Your Information? Identity Theft – and Medical Identity Theft in particular – are on the rise. More than 250,000 Americans have had their medical information stolen and misused in recent years. And this isn’t petty larceny. Experts note that while individuals who have had their credit-card data stolen are usually wrangling with their banks over losses of as little as a few thousand dollars, medical ID theft can leave victims, and the doctors and hospitals that provided the care, staring at bills that are exponentially higher. “The American Medical Association will continue its leadership in protecting…

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Individual Identity Theft

Individual Identity Theft

During various season throughout the year, many of us will be traveling on vacations and to share holiday time with our friends and loved ones. We laugh, shop, eat, attend parties and do whatever we can to bring joy the trip! Below are a few “Helpful Hints” to protect you and your family from becoming possible victims of Fraud or Identity Theft. Also remember that Children are often victims of identity theft too – so check those credit reports for everyone in the family! Make the Call: If you’re traveling during vacations or holidays take the time to let your…

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Corporate Identity Theft

Corporate Identity Theft

You and your staff work hard at meeting all the compliance requirements for HIPAA. It would be easy to forget that as a business you also are required to be FACTA compliant as well. FACTA stands for Fair and Accurate Credit Transaction Act. It is generally known as the law which allows Americans access to their credit report once per year. So what could this law possibly have to do with you? Whether you have 1 employee or 1 million, the liabilities associated with the privacy laws apply to your business. If you’re not keeping up it could destroy your bottom line. In 2006, the VA…

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Defining a Business Record and Developing a Records Management Framework

Since we are starting a new year, I thought it might be nice to start with some information helpful to creating a records management system. Since information is the most import asset an organization has, the beginning seemed like a great place to start. The International Standard on Records Management defines records as such: ISO 15489: “information created, received, and maintained as evidence and information by an organization or person, in pursuance of legal obligations or in the transaction of business”. This definition makes it clear that we are not just talking about our old archival records but about everyday…

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Have Questions? Our sales represenatives can help! Contact the sales representative serving your county today…

Corporate Office

707 Avenue K South West
Winter Haven, FL 33880

Phone: 863-324-9545
Toll Free: 800-979-9545

Daytona Office

1054 Reed Canal Road
S. Daytona, FL 32119

Phone: 386-767-1133
Toll Free: 800-979-9545

Hours of Operation

Monday-Friday: 8:30am-5:00pm
Saturday & Sunday: Closed
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