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 Outdated internal reports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.