Skip to main content

The Crown Blog

Hurricane Ian Should Remind All Businesses to Have A Records Retention Plan In Place

Don’t Let Mother Nature Catch You Off Guard

Every year, Florida heads into the hurricane season with anticipation of the number and intensity of storms to hit. September 28, 2022 will be known for the destruction Hurricane Ian brought to the Sunshine State. It will take months and billions of dollars to recover from this catastrophic event. Veteran Floridians understand the importance of having a generator and fuel ready. They know how to pack a vehicle when evacuation is necessary. Businesses also have plans to ensure their products, equipment, and records are as safe as possible. Yet, sometimes people become a little indifferent to what Mother Nature can bring. They may not take the suitable precautions to establish a records retention plan, placing them at colossal business risk.

Suggestions for Building a Business Continuity and Disaster Plan

Natural disasters can strike any time of the year. Ensure your company will be well-prepared to handle storms by establishing a business continuity and disaster plan. Make things easier by contacting a certified records management company that can help you. Here are ideas you can discuss with them:

  • Determine what the most vital documents are and categorize them. Damaging winds and flood waters will decimate everything in their path, including your paper documents. Putting vital records in categories will help you with recovery later:
    • Vital Records Priority A – These include those records that support your emergency business continuity plan and operations after a disaster. You will want to include your business continuity and disaster plan, facility plans and drawing, core procedures, emergency contact list, and confirmation of personnel security and access authorities. 
    • Vital Records Priority B – This category of documents is essential for legal and auditing purposes, but you will not need them immediately if a disaster strikes. The records in this category include current contracts and agreements, a contact list of stakeholders and business associates, client information, and schedules.
    • Vital Records Priority C – Similar to Priority B records, this category is not needed immediately in an emergency or disaster situation, but they are essential for legal or audit purposes. They include existing but not current contracts and agreements and unaudited financial records.
  • Establish a regular schedule for shredding records. If you look around, you will probably find stacks of old papers that need shredding. Not only does it make the office untidy, but if not handled properly, these documents can be a cyber criminal’s dream come true. To save time, energy, and a potential public relations nightmare, it makes sense to establish a regular schedule for shredding redundant paperwork by a certified document shredding company.

Year-Round Shredding & Storage by Crown Information Management

Crown Information Management has the experience you need to secure your priority documents during a natural disaster or other catastrophic events. Our services include:

  • Secure onsite shredding with locked containers to store your records until the scheduled pick-up. 
  • Document scanning to transfer your hard copies into electronic files.
  • Safe and secure physical records storage. 

When you trust Crown Information Management with your records management and destruction needs, preparing for Mother Nature’s temper becomes more efficient and effective. 

We put our team to work for you! Trust us for thorough destruction, shredding, and comprehensive records management services. Call Crown Information Management at 800-979-9545 or contact us online to schedule a pick-up or learn more about the process.