CIIM Knowledge Center

There are some things we habitually do to protect ourselves and others. For instance, we might lock our car doors to avoid a break in. If we lock them 50% of the time, we lower the risk considerably compared to never locking them. But the best safeguard is to lock them every time. It doesn’t…

Utilizing individuals’ information is a standard practice for any business. But it is crucial that the information you have is handled properly. Properly looking after that information requires that it be in the right hands. Here are some key information handling procedures to consider: Information Processing The information that you generate, utilize, and remains in…

Unless you’re Oscar the Grouch, who loves trash and disposes of nothing, your goal is to continually purge unwanted paper waste from your office. But if that paper waste contains confidential legal information, it is vitally important to protect the Personally Identifiable Information (PII) information on those documents and keep your business from being held…

If your business maintains Personally Identifiable Information (PII) or Protected Health Information (PHI) of any kind, hopefully, you are always prepared for an unexpected event. One day, one of those unexpected events may be an audit. Audits are designed to ensure that you are fulfilling your legal obligation of keeping your documents properly organized and…

HIPAA and HITECH affect every document and piece of information a “covered entity” processes. But the rules are complex and rigid, creating multiple opportunities for mistakes. Here we try to unravel the security rules to help you make sense of it all. What organizations need to comply with the HIPAA/HITECH laws? Covered Entities Healthcare Providers…

Information security breaches are an often-silent enemy that create havoc for your company. Most of the time they come unexpectedly, stealing your valuable time and attention, and leaving you open to lawsuits. No one is immune from making information security errors, but reducing the risk and being prepared will help decrease downtime, damaged reputation, and…

Document archiving is the process of putting information you no longer use into secure storage for extended periods of time. In addition to managing your business’ active documents, it is important to implement well-organized document archiving, Since the lack of it can impede daily operation, create legal issues, and lead to poor customer relations. Here…

Running a business is like raising a child. Supportiveness and flexibility are the keys to success. Amidst all the milestones and triumphs, there will be bumps in the road. When a child gets sick it impacts the entire family. Similarly, a power outage, flood or fire can disrupt an entire organization. In this blog, we…

The National Association for Information Destruction (NAID) is an international, non-profit, trade organization for the shredding and destruction industry. NAID’s mission is to promote the information destruction industry and the standards and ethics of its member companies. Not all shredding and destruction providers choose to earn AAA Certification. Those that do offer a distinct advantage…

Destroying expired digital data is just as important as shredding expired paper records. Even if you erase or reformat an expired hard drive, traces of sensitive data are left behind. With the right tools, criminals can access the data and steal personally identifiable information (PII) and protected health information (PHI). When your hard drives reach…

Staying ahead of data security threats can overwhelm even the most stable organizations. But there are several easy measures you can take to protect your information. In this blog, we offer seven surefire data security tips for your small business. 1. Empower Your Employees Your team is the first line of defense against cyberattacks and…

Are you thinking about going paperless? Document scanning offers several benefits. But before undertaking a scanning project, ask the following questions: Q: What is the scope of my project? A: Many businesses rush into scanning before understanding the processes involved. Determine the scope of your scanning project. Figure out how many pages you will need…

Few workplaces can keep up with an ever-expanding collection of paper records. As a result, many organizations store documents anywhere they can, including closets, hallways, storerooms, and basements. While these areas may offer a temporary fix, in the long run they put your confidential information and entire organization at risk. In this blog, we explain…

You can back up your data, but without a secure storage solution for your media, your backup plan amounts to nothing. Data backup is just a first line of defense. Comprehensive data protection is achieved with a media storage solution. In this blog, we take you inside a media storage service. Security A single tape…

You may know someone who uses a paper shredding service. A mobile shredding truck may have even passed you on the highway. But do you know how a shredding service works? In this blog, we take you behind the scenes. Privacy Protection Privacy protection is the cornerstone of a shredding service. Your provider helps end…

Does your company have a document management problem? Finding the right scanning solution can help. Besides keeping your documents secure, a good scanning provider should offer a variety of document scanning services to match your unique document management goals. In this blog, we offer tips for assessing your document scanning needs. Scanning Projects Many organizations…

Document storage is not rocket science, but attention to detail is a must. In this blog, we dispel several document storage myths. Myth 1: You Must Store Documents Forever You may think storing documents forever keeps you out of legal trouble, but the opposite is true. Expired documents can be subpoenaed and used against your…

As 2020 winds down, it is time to look forward to the upcoming year. Retooling how you handle your information can set your organization up for success. In this blog, we offer several strategies for managing your information in 2021. 1. Tackle the Clutter Getting rid of unwanted paper records can ensure your 2021 starts…

How does your organization dispose of unwanted and expired paper records? If you are shredding documents in house, it may be time to consider another option. Here are five reasons to outsource your shredding to a shredding and destruction partner: 1. Data Breach Prevention Organizations that rely on office shredders for document destruction are more…

You depend on technology every day. It is easy to take your data for granted—until it’s gone. In this blog we offer essential guidelines protecting your backup data. Back Up Frequently Weekly backups may be enough for companies that rarely update their data. But if you generate data more often, you need a more robust…

The holiday season will look different this year as COVID-19 infection rates keep rising. You can still make holiday purchases from the convenience and safety of your home, but not without risks. In fact, FBI Deputy Assistant Director, Tonya Ugoretz, says there has been more than a 300 percent increase in cybercrime since the pandemic…

Document storage is integral to a thorough records management policy. In this blog, we offer tips for finding the right document storage company for your business. Here are several things to consider: 1. Experience Anyone can store a box of records on a shelf, but few document storage companies have the ability, years of success,…

Living by the adage, “If it’s not broken, don’t fix it,” can lead to complacency. Paper dependency is the perfect example. Few companies take time to examine the effects paper-based systems have on their overall efficiency and profitability. In this blog, we explain the benefits of converting your paper records to digital files. 1. Convenience…

Protecting your customers and employees from identity theft is a must. But if you are shredding documents with a store-bought paper shredding machine, you may unknowingly expose them, and your company, to unforeseen risks. In this blog, we look at the facts associated with in-house shredding. 1. In-House Shredding is Time Consuming Removing paperclips, staples,…

If you are ready to take a deeper dive into the world of records and information management, we can help. In this blog, we explain seven benefits of records and information management services. 1. Document Protection and Preservation Offices and self-storage units do not protect hard copy records from water and fire damage, damage from…

If your goal is a paperless office, you need the right solution. Scanning the entirety of your paper records is tempting, but you may end up paying to digitize documents you will never use. A Scan on Demand service helps you go paperless in a practical manner. In this blog, we explain everything you need…

As paper shredding and information destruction specialists, we receive questions every day. Lately, media destruction is on everyone’s mind. In this blog, we answer several common media storage questions. Q: Why should I use a media destruction service? A: Tapes and hard drives and other digital storage devices have a shelf life. Never toss outdated…

Every company has a legal obligation to protect its customers’ and employees’ privacy. Do you know why, when, and how to destroy your sensitive information? In this blog, we discuss the do’s and don’ts of document shredding. Don’t: Keep Expired Documents Businesses must know when to get rid of expired documents. Holding onto unwanted documents…

During the COVID-19 pandemic, more organizations are asking their employees to work from home. It could be awhile before your staff returns to the office. As a result, your company must be vigilant about protecting its data while your employees are working from home. In this blog, we offer tips for keeping your business data…

Records management is always an important business requirement, but during the global COVID-19 pandemic, many organizations have found managing, accessing, and protecting their information a major struggle. State and county stay-at-home orders have required many businesses to close their offices and have their employees work from home, which forces many employees to juggle their remote…

Summer is a great time of year to tackle office clutter, especially if you don’t have enough space to store your files. You might think a self-storage unit is the best solution, but have you considered the risks? In this blog, we explain why a self-storage unit is not the best place to store your…

For many of us, the COVID-19 pandemic has reinforced the meaning of family. We want our loved ones to stay safe and healthy. Unfortunately, times of crisis also give rise to scams that put your family at risk. In this blog, we offer several tips for protecting your family from identity theft. Update Your Devices…

Going paperless is good for the environment and saves your business time and money, but it’s not always easy. How do you choose a document scanning provider who can help you reap these benefits in the most painless manner? In this blog, we offer five key questions to ask. Question 1: What are my scanning…

The COVID-19 pandemic has upended the lives of people and businesses across the globe. From large corporations to mom and pop family stores, many organizations are scrambling just to keep their doors open while balancing their employees’ and customers’ safety. As the COVID-19 outbreak grows, a range of data security threats are posing added risks…

You can’t take chances with your employees’ and customers’ information, so you must use due diligence when choosing a paper shredding provider. Here are four things to consider in your search: 1. Onsite Mobile Shredding Whether to destroy your paper records onsite at your business or offsite at a shredding plant is a matter of…

Tax season is here, and it’s important to stay on top of your tax filing documentation. In this blog, we offer several tips for managing your records during tax season. Review Your Retention Policy A records retention policy identifies what records you have, how long to keep them, and when they must be destroyed. Review…

Tape storage best practices data protection go hand-in-hand. But not every business has a blueprint for managing their backup media. In this blog, we answer your most frequently-asked tape storage questions. Q: Why should I store my tapes offsite? A: Offsite tape storage protects your data from disasters and theft. A media storage room features…

Keeping up with your business information can be a challenge. So, it’s not surprising that we’re often asked questions about protection and preservation of documents. In this blog, we share the answers to those questions. Q: Why should I store my document offsite? A: Most office settings and self-storage units don’t protect your records from…

“There’s no such thing as a stupid question,” is a popular phrase. We try to live by this adage and answer all the questions that come our way. In this blog, we answer questions that help you understand paper shredding and how it can help your business. Q: Why should I outsource my shredding? A:…

Complex regulatory requirements, mandatory retention periods, and increased penalties make records management a legal obligation for your business. But how do you know which documents to retain and for how long? Although we are not the final authority on retention periods for your specific records, we hope this blog serves as a helpful guide. Accounting…

Are you looking for a document shredding provider? If so, you must be one hundred percent sure your documents are disposed of properly. Before signing a shredding services contract, make sure your provider is NAID AAA Certified. In this blog, we explain why NAID AAA Certification is important and how it benefits your business. What…

2020 is upon us. Are you still on the fence about what to do with your paper records? In this blog, we offer eight reasons to consider scanning your documents. Data Security Filing cabinets aren’t made to protect sensitive data; anyone can sift through them and gain access to confidential documents. Scanning your documents allows…

Consumer spending and identity theft both spike during the holiday shopping season, which is why December is Identity Theft Prevention and Awareness Month. In this blog, we offer six effective tips for keeping your identity safe over the holidays. 1. Collect Packages from Your Porch Having packages delivered to your doorstep is convenient, but it…

No business is immune to data breaches. Big corporations often invest thousands of dollars into security plans, but smaller businesses don’t have the same luxury; they must watch every penny. Fortunately, you can keep your organization safe without spending tons of money. In this blog, we offer five tips for protecting your small business data.…

These days, as corporate data breach and consumer identity theft rates skyrocket, document shredding is a popular topic of discussion. But how do you separate fact from fiction? In this blog, we set the record straight by dispelling several popular paper shredding myths. Myth 1: All Shredding is the Same Not all shredding methods are…

Businesses that collect and store vast amounts of personally identifiable information (PII) and protected health information (PHI) must comply with state and federal privacy laws. When PII and PHI is no longer needed, companies must take steps to dispose of it securely. In this blog, we help you understand the privacy regulations that affect your…

Even if you’ve never had your identity stolen, there’s a good chance you know someone who has. According to Proofpoint, over 33 percent of Americans have experienced identity theft. It’s a crime that knows no boundaries: people of every age, from children to seniors, are vulnerable. In this blog, we share several tips for protecting…

Unlike several European countries, the United States does not have a federal data privacy law. However, of a federal regulation, several states including Washington have recently passed data breach notification laws. In this blog, we answer questions about HB 1071 to help you understand how it may impact your business. Q: What is HB 1071?…

September means shorter days, cooler temperatures, and a new school year. It’s also National Preparedness Month. The annual initiative, sponsored by the Federal Emergency Management Agency (FEMA), encourages Americans to prepare for emergencies in their homes, businesses, and communities. The theme of this year’s campaign is “Prepared, not scared.” In this blog, we discuss how…

Are you thinking about going paperless? Before rushing out to buy scanners and imaging software, take a deep breath. Here are several key factors you should consider first: Scope Decide what documents to convert to digital images. It might be tempting to scan and digitize all your records right away, but you may end up…

You have choices about where you store your business documents, but not all options are equal. In this blog, we offer an insider view of a records storage service. Security In a world filled with identity theft and business fraud threats, you can never be too careful with your information. A records storage service ensures…

Are you struggling to keep up with your business documents? Is an inability to find paper files affecting your ability to make timely decisions? Here are 10 reasons you may need offsite records storage: 1. Productivity You spend countless hours each week searching for documents. Managing your records from an offsite records storage facility allows…

Your backup data is valuable, and you can lose it in a flash. What are you doing to protect it? In this blog, we offer six tips for keeping your backup data safe. Tip 1: Go Offline It can take hours to back up data to the cloud, and even longer to recover it using…

Your customers, employees, and vendors entrust you with their information. Protecting their data from the moment it’s collected until its final disposal is a big responsibility. Without proper safeguards, you put their privacy and your business at risk. In this blog, we discuss the benefits of a professional shredding service. Federal and State Privacy Law…

Are paper-based processes dampening your productivity? It may be time to digitize your documents. But how do you know whether an outsourced scanning solution is worth the investment? In this blog, we highlight several advantages of using a professional scanning service. 1. Reduced Conversion Time In-house document scanning projects take weeks—even months. A professional document…

The April 15th tax filing deadline is here! If you haven’t yet filed, this blog post isn’t meant to send you into fits of panic. Instead, we’re here to give you tips that allow for smooth sailing during tax season and beyond. Read on to learn how to keep your records organized and managed year-round.…

If you’re having a hard time keeping up with your data, you’re not alone. For many small businesses, storing and managing data is challenging. In this blog, we discuss five essential things you should know about data loss, tape backup and media storage. 1. Data Loss Happens Unexpectedly A single storm, fire, or flood can…

For many organizations, going paperless is a leap of faith. But it doesn’t have to be that way. You deserve to know what to expect when hiring a scanning service provider. In this blog, we offer an inside look at a scanning service. Technology and Security You can’t understand how busy and secure a scanning…

It’s a new year and you’re resolving to find a storage solution for your business documents. You have two options: rent a self-storage unit or invest in a records storage service. Before deciding, here are the criteria you should consider: Security Your business documents contain sensitive personal, financial, and medical information. If they fall into…

Creating a data protection plan is like going to the dentist—it may not be fun, but it’s necessary. And just as healthy teeth are key to a healthy body, data privacy and security are paramount to a healthy business. In this blog, we answer your most frequently asked data protection questions. Q: Why does my…

It’s the time of year when every business wants a clean slate. Purging old, expired documents is a great way to start the New Year fresh. In this blog, we explain six advantages of investing in a one-time shredding and purge service. 1. Clutter Reduction Large volumes of outdated business documents take up valuable space.…

Millions of Americans’ identities are stolen every December. That’s why December is Identity Theft Prevention and Awareness Month. Don’t let identity theft ruin your holiday cheer! Here are several tips for protecting your privacy during the holiday season. Beware of Porch Pirates One benefit of online shopping is avoiding shopping crowds by having holiday purchases…

For your information security strategy to be effective, it needs a reliable and secure paper shredding solution. But finding a secure and trustworthy shredding partner isn’t always easy; it requires a bit of effort. Here are five questions you should ask a prospective paper shredding provider: Q: Are you NAID AAA Certified? A: NAID stands…

Understanding the privacy laws that impact public and private organizations is important. Several well-known federal regulations set strict privacy standards for medical, financial, and personal information. Here’s an overview of the laws that may affect your business: The Health Insurance Portability and Accountability Act (HIPAA) HIPAA affects any healthcare organization that handles, stores, and transmits…

October brings cooler weather, falling leaves, ghouls and goblins. But do you know October is also National Cybersecurity Awareness Month (NCSAM)? In the spirit of NCSAM, here are several tips for keeping your personal and business information secure: 1. Update Your Passwords If you remember your passwords, they’re probably too weak. And if you’re using…

Are you looking for a secure storage solution for your business records? When selecting a records storage provider, due diligence pays dividends. Here are ten questions to ask: Question 1: How do I get my records offsite? A document storage service is much easier and more secure than self-storage. Your documents are picked up from…

Did you know it’s National Preparedness Month? Every September, the Department of Homeland Security reminds individuals and businesses about the importance of disaster planning. In this blog, in the spirit of National Preparedness Month, we offer tips for protecting and preserving your business information. Take Inventory If you don’t know where your information resides, you…

Identity theft crimes in the United States keep increasing every year. Businesses that collect confidential personal, medical and financial data from their customers are especially vulnerable. Naturally, you don’t want your business to be the next to announce a data breach. That’s why it’s essential to have a proactive security strategy. Here are several identity…

Do you want to increase your company’s productivity and profits? If so, document scanning may be the solution you’re looking for. In this blog, we answer the document scanning questions we hear most often: Q: Which documents should I scan? A: There’s no limit to which documents you can scan; much depends on your budget…

Does your company have a file room filled with old, out-of-date, or otherwise useless documents? If so, consider hiring a secure shred partner to destroy the files for you. From security to productivity, the benefits of this kind of outsourcing are considerable. Here are seven of those advantages. 1.  You save time and productivity. The…

There are many reasons you may look for a document storage solution. Perhaps you’re running out of space to store documents or can’t afford to hire administrative staff to manage files. Or perhaps identity theft, business fraud prevention, and regulatory compliance are your top priorities. Maybe it’s all of the above. No matter what your…

If you’re seeking an outsourced shredding solution for your company, cost, convenience and reliability matter. But there’s one more factor to consider. In this blog, we explain why NAID AAA Certification is important. What Is NAID AAA Certification? The National Association for Information Destruction (NAID) is an international, non-profit, trade organization for the shredding and…

As hackers get smarter about stealing digital data, offline backup makes even more sense. Still, you have to take the right precautionary measures when storing data on tapes, hard drives and other forms of media. Here’s what you should know about protecting your backup media: 1. Use More Than One Backup Tape When it comes…

You know it’s important to destroy unwanted and expired documents, but do you understand the real value of paper shredding? In this blog post, we take you behind the scenes of a shredding and destruction service where every detail matters. Safety and Security Identity theft and corporate fraud are on the rise. Investing in a…

Converting paper documents to digital images is a great way to save money and improve productivity for your business. But before you hire a document scanning company, it’s important to ask the right questions. In this blog, we offer a list of questions to ask your potential scanning provider. Q: Do I need to prepare…

Not a day passes when we’re not asked a document storage question. It’s no surprise when you consider that most businesses are looking for a secure and affordable way to store and manage business records. We hope the answers to these questions help you choose the right document storage service for your business. Q: What…

Not a day passes when we’re not asked a document storage question. It’s no surprise when you consider that most businesses are looking for a secure and affordable way to store and manage business records. We hope the answers to these questions help you choose the right document storage service for your business. Q: What…

At CI Information Management, we’re proud to be a trusted resource for our clients and prospective customers. Every day, we’re asked questions about information destruction. This isn’t surprising considering the wide range of privacy and compliance concerns businesses large and small have to deal with. In this blog post, we answer some of these common…

At CI Information Management, we’re proud to be a trusted resource for our clients and prospective customers. Every day, we’re asked questions about information destruction. This isn’t surprising considering the wide range of privacy and compliance concerns businesses large and small have to deal with. In this blog post, we answer some of these common…

CI Information Management is a full-service records storage and document destruction company. And since CIIM is a business division of Columbia Industries, a nonprofit organization that helps people with disabilities and other barriers to employment achieve their highest employment potential, a significant portion of your money is used promote the welfare of people with disabilities.…

You generate huge amounts of confidential, sensitive information daily. No matter what industry you are in, knowing what to shred is vital. Should you shred it? While every business situation is different, here is a great list to get you started. In this infographic we’ll give you a recommendation on what to shred in the…

Corporate data breaches are on the rise, with an estimated 77% of reported breaches happening right here in the USA. Not only that, the costs (both financial and to your reputation) are often much greater than many believe. In this infographic we’ll show you how:  The major causes of a data breach. How data breaches…

When you hire a document destruction company to shred your business’s old paper files or destroy your old hard drives, you are putting a portion of the future of your company into somebody else’s hands. Such is the extreme importance of secure document destruction. Your company has sensitive information everywhere, from proprietary product information and…

Data breaches have become disturbingly commonplace lately, even for major companies. From Target to eBay to Neiman Marcus, many recognizable brands have compromised customer data. Regardless of the size of your business, a data breach can hurt your reputation, cost you money, and leave your customers wondering whether or not they can trust your brand.…

One of our employees at CI Information Management recently received the Certified Secure Destruction Specialist Accreditation from the National Association for Information Destruction. This program, which NAID launched in 2010, represents the highest level of certification that an individual can receive from the association. So far, only about 150 people nationwide have achieved the Certified…

You may feel like your company’s garbage can is a fairly neutral device. After all, it’s not like your garbage can is a terminator robot, seeking to find and destroy its target at any cost. Despite its unassuming appearance, your garbage can could morph into an unexpected Trojan Horse – a structure that seems safe…

Hard drives are still being used in many laptops and desktop computers, but most tech experts would tell you that these old storage systems are, at this point, obsolete. Solid-state drives (SSD) are the more popular option today, largely because they contain no moving parts. Where hard drives use actual disks, motors, and read/write heads…

When you first start a business, there are a lot of different responsibilities and burdens to juggle. There are so many different details to monitor that some things are naturally going to get overlooked, and file storage is near the top of that list. But good record keeping—particularly in regards to employee paperwork—can save your…

Most businesses understand the importance of digitizing documentation to improve efficiency and reduce costs. Combine that with the increasing need to share information across computers and mobile devices and it shows how businesses require a proven method to scan and store documents in a safe and effective manner. When documents are stored in a digital…

Most businesses know that safely storing company data and confidential information is an ongoing challenge. With the constant and increasing threat of data breaches mixed with physical storage limitations, businesses need a way to store data in a way that is safe yet allows for quick retrieval when needed. Any breach of these items could…