Reducing Risk For The Life Cycle of Your Information
Questions? We understand that you might have questions about records management, records storage or information destruction services. We provided answers to some of the most commonly asked questions below. If you are unable to find the answer to your question do not hesitate to reach out to one of our information management professionals.
If you want Crown Information to remove the old boxes your destroyed documents were in, there is a fee. Cardboard cannot be mixed in with the paper, for recycling purposes and there is no room on our trucks to haul away the boxes. Contact your Account Representative for a quote on this service and arrange box pick-up.
If you are having a one-time service (purge service) then payment is expected at the time of service. For our scheduled routine services, you will receive a bill.
Yes, we have lockable containers for all our routine service customers. One time purge service customers may request, at an additional cost to have bins brought to them to use during clean out.
If you know you are going to have extra shredding please contact your Account Representative, in advance to find out what the best option for your individual circumstance is going to be.
We service most of Florida. Please check our service area page located here: https://www.crownshredding.com/service-area/
The National Association for Information Destruction was formed in 1997as a non-profit organization. Their sole purpose is to champion the responsible destruction of confidential information and material, by promoting the highest standards and ethics. NAID is recognized internationally by many policy makers and is often called upon to provide counsel to organizations developing information security standards and regulations.
To become a certified member a company is held to the highest standards in the industry. On an annual basis, audits occur to verify that the provider complies with these standards. In all there are over 20 key elements verified with each audit. Audits may be scheduled or random on the spot audits. This insures compliance by every NAIDcertified member at any time guaranteeing the security of the document destruction program.
Areas that are covered in Audits are:
- Employee Clearance: which includes drug screening, employment history, and a criminal background check.
- Access Control: This monitors the facility and its security systems such as alarms, and video surveillance systems.
- The Destruction Process: In which the particle size of our shred, destruction time frame, and disposal of destroyed materials is measured.
- Secure Processing: This area verifies compliance with the service providers written policies and procedures.
This information was provided by the National Association for Information Destruction or NAID. More information is available by visiting their website at: www.naidonline.org
Yes. We also shred Hard Drives, X-Rays, Media, Uniforms, and many other types of products. Please contact us to find out how we can help you.
Records Storage FAQs
The two most common box sizes used in record storage are boxes that are 1.2 cubic feet (1.2’s) and boxes that are 2.4 cubic feet (2.4’s).
If your records are already in boxes that’s fine. We recommend that you use double walled boxes. You can purchase boxes through Crown Information Management, or use your own. If your boxes are crushed or badly damaged you can replace them or we can replace them for you, once they arrive at our facility. (See pictures of damaged boxes) Boxes that are damaged can be dangerous in two ways. First, if the wall of a box fails, it can drop the box or boxes that it is supporting, causing an avalanche effect. This could fall on someone and seriously hurt them. The second problem is if the walls fail and more than one box spills content, we now have to go through the process, of sorting the material. This process may call for your company to send over a designated employee to help sort and identify the material.
Yes! You may always pick up your boxes or files from our facility. Please schedule your pickup time with our Record Storage Coordinator.
In order to receive a box by 5 p.m. the next day, you would need to place your order by 3 p.m. the day before.
When sending someone from your office to retrieve a box that person would have to be on the Authorized Contacts list that your company fills out when they first sign up for service. They will also need an official I.D such as a Driver’s License or a Passport.
Requesting a pick up or delivery or ordering more boxes is made simple through our secure online portal. Due to compliance requirements, for chain of custody, phone calls cannot be accepted for requests.
Emergency situations come up! If you have an emergency or an after-hours request, please email Janet Forsythe at janet@CrownInformationManagement or Jay Burns at firstname.lastname@example.org.