The Crown Blog

Record Storage Systems for a More Efficient Workplace

Managing your organization’s records may seem like a full-time job. Do you know what you must keep and what you can destroy? For the items you can eliminate, what are the best methods by which to do so? These are only a couple of questions you worry about. Another aspect you should keep up on is data security and keeping your workplace running efficiently. Having stacks of papers hovering around your workspace is a disaster waiting to happen. It also leaves you vulnerable to theft and losing vital records.

Suggestions to Prevent a Data Breach 

It’s possible to have better data protection and an efficient workplace by utilizing a professional records management company to house documents that you are not required to have on-site. Hiring the right company assures you of safety and peace of mind while giving you and those authorized, access to your records. Your service provider will also work with you to correctly classify and index your records for easy retrieval. 

4 Tips for Better Data Protection and a More Efficient Workplace 

Maintaining your physical records and files requires some organization, but it is well worth it when you discover you have a more efficient office. Better systems lead to better outcomes for your clients and your reputation. Here are four tips to get you started on your way to better data protection and efficiency:

  1. Prioritize Protecting Your Clients’ Sensitive Information: Anytime you keep personal identifying information such as addresses, birth dates, or social security numbers, you have a responsibility to keep it safe. Improve information security within your company by locking up files when not in use, limiting access to only those who need it, and professionally shredding old files. 
  2. Stay On Top of Office Organization: Messy desks and filing cabinets not only heighten stress, but they leave room for losing files or having them stolen. Criminals need only a bit of information, and they can build a profile that allows them to steal while you are left to clean up the mess.
  3. Ensure Data Protection Is Practiced throughout Your Organization: All team members should use strong passwords and make it a regular routine to change them at least every 90 days. Setting up additional security for your digital files is a smart thing to do. Give access only to those who need it and no one else.
  4. Establish a Data Breach Notification Process: The sooner you know a breach has occurred, the quicker you can mitigate damage. Additionally, these processes help you determine where the data breach originated and how the breach was accomplished.

Trust Crown Information Management for Safe and Efficient Records Management

Make it difficult for a data breach to occur by taking the needed steps to clear out and file records in secure locations, including on-site at Crown Information Management. Our secure warehouses are ideal for packing away those items with vital information you don’t need daily. 

For secure, pest-free storage and easy and timely retrieval of your business records, count on a SOC1 Level 2 Report,NAID AAA, and PCI Certified company. Call Crown Information Management at 800-979-9545 or contact us online to learn more about our records storage and management services. 

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