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Solutions for ALL Businesses

What Documents to Shred at Home and Work

4/28/2022

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“One day I may need this.” We have all had that thought cross our minds as we sift through bank statements, letters, and other important documentation deciding what should stay and what should go.  But what is worth saving and what is better off in the shredder? The answer largely depends on the type of document and the amount of time that’s passed since the document was issued. Check out our tips for work and home to keep you organized and safe from identity theft.

Shredding Documents at Home

Tax audits and receipts, home sale, purchase, lease, or improvement documentation should be shredded after 6-7 years. Pay stubs, bank statements, medical bills, and records can be shredded after one year.  Everything else, go ahead and shred.  To keep your identity safe and secure, shred anything with your name, phone number, address on it, social security number, or banking information on it.  ​

Shredding Documents at Work

It’s important for the safety of your business and your employees that you shred employee application forms, ID badges, and records when they leave the business, financial information, branded, damaged or faulty goods, as well as supplier records or information. Some paperwork is best kept for a few years before shredding such as budgets and purchase orders. Use your best judgment. ​

What Documents Should You Save?

Any physical copies of anything related to state or federal matters, including certifications, licenses, or deeds should be saved indefinitely. These are important forms of identification that are typically only valid in their original form and can be a lengthy process to replace.

Keeping any proof of warranty for the duration you own the warranted product is essential to ensure you receive proper service if the product breaks or malfunctions. A good rule of thumb is to keep anything that would be a hassle to replace causing you to sit on the phone with customer service for hours or go to a government office.

The same rules apply to work documents as personal documents. If the document is going to be hard to replace, keep it in a safe spot. There are a few extra documents you want to keep an eye out for like union agreements, procedure records, training manuals, bylaws, insurance records, accident reports, claims, legal and important correspondence, copyrights and trademarks, articles or incorporation, and actuarial reports.

Contact R4 for Additional Document Management and Shredding Services!

If you need any additional help with document management or shredding your old documents, contact us today! We can store your company’s important documents and provide you access to them whenever you need via the internet. We can also deliver your documents directly to your office or send them via fax, scan, and email. If you have documents you want to permanently dispose of, our convenient shred trucks serve the greater Chicagoland area and will drive right to your business.
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4 Ways Cloud Document Management Can Help Your Business

3/18/2022

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We all know what it feels like to not have access to the information you need when you need it. When you need certain documents at a specific time, you should have instant access to them. If your business still relies primarily on physical documents, you likely won’t have access to all your documents whenever you need them. That’s why it’s important to invest in a cloud document management system that provides complete records management quickly and efficiently via the web. Let’s take a closer look at what a cloud document management system is and how it can help your business.

What is a Cloud Document Management System?

A cloud document management (CDM) system is a web-based service that stores and manages all your important documents and information. To put it simply, CDM allows you to store files and company documents and access them at any time from anywhere in the world. 

Having that kind of accessibility is a significant benefit to any business, but let’s look at four other specific ways CDM can help your business.

Cloud Document Management Saves Your Business Money

If your business is still heavily reliant on physical documentation and storage, you’re likely incurring several regular expenses that could be greatly reduced by switching to CDM. On-premise storage like cabinets and desks can be costly and take up a lot of space in your office. Additionally, printers, copiers, and fax machines can be significant investments, especially when considering the cost of inks, toners, and paper needed to operate each device. 

By using a CDM system, your business can substantially cut back on such costs. Things like filing cabinets, printers, and copy machines can all have pricey upfront costs that need to be paid in full regardless of how much they’re being used in addition to the cost of regular maintenance and supply needs. With a CDM system, you’ll be charged a flat monthly or annual rate that you can easily upscale or downscale as your company’s needs change.

Cloud Document Management Makes Collaboration Easier

As already mentioned, CDM allows you to access your files and documents at any time from anywhere. Moreover, everyone in your organization will also have access to company documents as well. This is particularly important as more people have started working remotely. A CDM system ensures that every employee has access to the documents they need whether they work in the office or work remotely.

A CDM system also makes collaborating on projects much easier than using physical documents. A CDM allows team members to simultaneously work on projects together regardless of where they are. This is especially useful if your team is working on a proposal or a report that requires insights from multiple team members or if you ever need to make revisions to a coworker’s project.

Cloud Document Management is Secure

We all know the saying “accidents happen” and businesses are prone to any number of accidents happening in the workplace. Important documents can get lost or damaged with no way to recover them. Office spaces are susceptible to damage from natural disasters and fires and water damage can ruin any on-site documents. This can be especially devastating if your business doesn’t have a disaster recovery plan in place.

By storing your documents in the cloud, you can rest easy knowing that your important information is protected and immune from any natural disasters. Cloud storage offers multiple layers of security and comes with backup and recovery options to give you extra peace of mind.

Cloud Document Management Reduces Clutter

Perhaps the most obvious benefit of CDM is that it doesn’t take up any space in your office. Anyone that’s worked in an office before knows how quickly files and documents can start piling up around them. With CDM, cluttered workspaces can be a thing of the past as all of your documents are stored in the cloud and can be easily accessed within seconds.

Looking to cut down on clutter at your office? Check out our document shredding services! We can send a shred truck to your business to help you get rid of outdated documents and free up space in your office.

Cloud Document Management with R4 Services

No matter what industry you’re in, CDM can help you in all the ways discussed and more. R4 Service’s web access software can enhance the management of your organization's records stored offsite. For a complete demonstration, contact an R4 representative today!
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The Top 3 Reasons Your Business Needs Document Control Systems This Tax Season

2/11/2022

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Accountant with calculator preparing tax documents.
As tax season ramps up, your business will have an additional task to manage. Along with taxes come many challenges, but successful filing is crucial to your business’ success and compliance. To assist with handling the many complexities of tax season, many businesses turn to a document management service to assist with tax preparation.

A document management service might be initially used to assist your accounting department, but you’ll quickly see how its benefits are felt throughout your organization. Here, we’ll explore the top three reasons why a document management service is an absolute must for your business this tax season.

What is Document Control?

Document control is the practice of protecting your business’ documents and data, and maintaining standard operating procedures for filing, storing, accessing, distributing, and destroying them.

Document control is extremely similar to practices such as a document retention policy or document management services. Overall, document control standards and systems can save your business time and money while improving security and accessibility.

Let’s start with how document control can improve your business’ storage procedures.​

Efficiency in Organization and Storage

As a document management system is implemented in your business, one of the most noticeable benefits that you’ll see each day is the improved organization and storage of documents. With all documents, financial statements, and audits being scanned into a document management system, it makes their retrieval exponentially easier, and much less time-consuming.

This means less time is wasted sifting through documents and files, and more time and attention can be devoted to accurately preparing your taxes.

A Document Management System Improves Security

In addition, scanning your relevant tax and company documents into a document management system allows for simplified access. Now you can easily control which employees have access to sensitive financial documents, and they’re always available, meaning remote accounting teams can function seamlessly during tax preparation.

While accessibility is easily improved through a document management system, your documents become much more safe and secure too. A document management system makes it easier to limit access and grant permissions than it is with physical documents.

Digital storage provides physical protection as well. Having tax forms and financial statements digitally preserved means you can count on them being there, even if your business’ physical location is damaged in a flood, fire, or other disaster.

Document Control Saves Your Business Money

Employing a document management service or beginning a document retention policy can save your business money. We’re talking lots of money too: the average data breach cost over $4 million in 2021. 

There’s a lot at stake. Fortunately, document control processes like a document management service or a document retention policy can protect you against breaches, and losses in other areas too.
  • Document control systems reduce the time wasted sorting through, organizing, and reorganizing files, and increase productivity. Your accounting department will thank you for this every tax season.
  • Document control choices your business makes, such as implementing a document retention policy or using a document management service, increase security which mitigates risk of those costly data breaches, plus lost and stolen documents.
  • Using a document management service can ensure you maintain regulatory compliance, destroy documents that pose a liability, and retain documents for tax and legal purposes.
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Finally, document controls provide peace of mind. Having confidence your financial and tax documents are accounted for and protected mitigates stress and keeps your business running smoothly.

R4 Services Can Help Your Business with Document Control

Efficiency and consistent organization are critical to the success of any accounting department. This tax season, take control of your documents by using a document management service. The ability to constantly retrieve and store files without being bogged down allows your accounting team and business to run at an efficient pace.

R4 Services is dedicated to handling all your business’ document management needs. We offer vault, scanning, indexing, document management, and destruction services that can help your business get through this tax season with ease.
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To learn more about how R4 Services can help your business become more efficient, contact us today.
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Document Retention and Destruction in the New Year

1/14/2022

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Document purging season graphic.
A new year means resolutions for you—and your business. Just as you might be resolving to eat better, exercise more, and save more money, you might be making similar goals for the health of your business too: saving time and money, enhancing your profitability, and improving your compliance.

But where do you start with goals like these? Well, document retention is actually a smart, simple place to begin. Document retention and destruction can improve your company’s efficiency, profitability, and regulatory compliance. Ready to learn how?

What is Document Retention?

Basically, document retention, or a document retention policy, is a standard operating procedure that helps your business process, retrieve, secure, and destroy the documents that help your business run.

A document retention policy can help your business achieve many beneficial goals:
  • Regulatory compliance: Depending on your industry, some documents must be retained for specific amounts of time. Destroying or otherwise being unable to locate these documents if necessary could lead to your business facing fines or other issues.
  • Increased efficiency: A document retention policy makes it easier for you and your employees to locate documents when necessary. This means less time is wasted sorting, and more time is spent doing the work that drives your business forward.
  • Legal safeguards: A well-designed document retention policy can protect your business in case a customer or contractor disputes the services you rendered them, or if they fail to meet their obligations to you.
A document retention policy may seem like it’s too small an action to drive results, but a good one can be like a strong foundation, and can have a profound impact on your business.​

Document destruction is an important part of a document retention policy

An important part of document retention actually has nothing to do with retaining documents at all. Document destruction is crucial to your document retention policies success, and in mitigating the legal risks your business could face.
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So, to begin the year on the right foot, start by purging any documents that no longer serve a purpose and your business is no longer required to keep. As you purge old documents, make sure to pay attention to the following:
  • Which documents do you use the most? Consider how you might process, store, and organize these documents or files to maximize efficiency.
  • Which documents are you legally required to keep? If you destroy documents that are requested in a legal case, you could be liable for having destroyed them. Pay attention to which documents your business is contractually or legally required to maintain.
  • Which documents are liabilities? Similarly, if you’ve held on to documents longer than necessary, you could risk being held liable if they fall into the wrong hands. By promptly destroying documents that are no longer needed, nor serve any purpose, you keep your business safe from unnecessary litigation.

R4 Services Can Help Protect Your Business

Document destruction is an important part of any business’ document retention policy; it protects you from needless litigation, liability, keeps you in compliance with your industry’s regulations, and makes your business more efficient and profitable.

Lost or stolen data costs businesses over $48 billion each year. Don’t contribute to that number. With R4 Services document shredding services, we can help you destroy outdated, sensitive materials, on your site or remotely.
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Don’t wait. Protect your business today. To learn more about how R4 Services can benefit your business, contact us today.
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How to Develop a Document Retention Policy

12/17/2021

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Rows of filing cabinet drawers with documents inside.

What is a Document Retention Policy?

A document retention policy is a series of standard operating procedures that guide your business' handling, storage, and destruction of documents. So, how does a document retention policy (DRP) help your business? Well there are three main ways it helps your business, which range from operational benefits to legal safety.
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A document retention policy provides your business with increased profitability and efficiency, safeguards for litigation, and helps your business maintain regulatory compliance. Let's take a close look at how a document retention policy provides each of these benefits.

A Document Retention Policy Can Increase Profitability and Efficiency

The procedures developed in your DRP will reduce the time spent handling and storing each document. Additionally, it will reduce document bloat within your organization. A document retention policy will help you determine and monitor who should have access to which documents and help you find the right documents quickly.

A Document Retention Policy Provides Legal Safeguards to Your Business

If a customer owes your business money or a contractor has failed to fulfill their obligations to you, having the proper documentation will give your business legal recourse and the means to prove it.

Similarly, if you are involved with legal proceedings with another business, you could be held liable if you're unable to produce the necessary documents due to destruction or misplacement.
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A document retention policy will provide your business with procedures for how to store and destroy documents in a way that supports your business legally. A DRP can help you know when to suspend document destruction in case important files are shredded.

A DRP Helps Your Business Maintain Regulatory Compliance

Depending on your industry, you may be required to keep certain documents for a set period of time. For example, many businesses in the health field, such as hospitals, may be required to store or destroy documents in accordance with EPA regulations or HIPAA guidelines. Financial companies will want to keep their tax documents safely preserved for at least six years for auditing purposes.

Overall, a document retention policy will help your business identify the documents that need to be retained to maintain compliance for your industry. A well-planned and executed DRP can take the guesswork out of locating files and protect your business from legal and regulatory vulnerabilities.

How to Create a Document Retention Schedule for Your Business

​Clearly, having a document retention policy in place provides an array of benefits to your business. But how do you make one? Well, to execute a successful document retention policy for your business, there are five key steps you should follow: selecting a document manager, identifying pertinent documents, determining which should be stored, creating a file organization system, and implementing a document destruction plan. Let's take a closer look at each of them.

Select a Document Manager

The first step is to select a person within your business to serve as the administrator of the document retention policy. This should be the person who will become the most familiar with your document retention policy. They should have the authority to implement it, teach other employees to follow it, and provide answers in any situation the policy doesn't cover.

​Crucially, this person should be able to stop the destruction of documents when necessary, and quickly retrieve critical business documents.

What Kinds of Documents or Records do you Have or Use?

Next, it's important that your business take a close look at what kinds of files and documents they need to store. Each business will have documents they need to keep track of, such as employee records, tax documents, various receipts, and much more.

On top of that, each industry will have specific documents that need storage, protection, or destruction. We won't belabor the countless types of records this could be, from financial institutions' accounting records to law firms' deposition transcripts, but the important part is identifying the key kinds of documents and records your business needs to store.

Which Documents are you Required to Keep?

When you've identified the documents that your retention policy should be focused on, it's time to determine which documents you need to store or destroy. You'll want to know how long you need to keep a document for liability and compliance reasons, as well as to know when it will become nothing more than a burden on your file organization system.

This is also a good time to think about how your business stores and organizes files. You'll want to consider the following:
  • How are files managed?
  • Where are documents stored?
  • Who can access the files?
  • Does your business follow a standard naming convention for documents?​
This becomes more and more important as files build up and the retrieval process becomes more tedious, and storage becomes more costly. Coming up with a clear plan for storing, retrieving, and creating documents will largely simplify the entire process of document retention and destruction.

Document Destruction

Finally, after a document has been held the designated amount of time, or holding it further has been determined to be unnecessary, there comes the time to destroy it. Documents should be rendered unreadable, so shredding is the best and most common method of document destruction.
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Document destruction is equally as important to your DRP as storage, as your business could incur liability if you've held a document too long and it falls into the wrong hands. However, as document destruction becomes commonplace after you've implemented your document retention policy, it's crucial your DRP administrator is able to stop the presses and prevent documents from being shredded if you're in the litigation process.

R4 Services Can Help Keep Your Business Safe & Compliant

Developing a document retention policy is critical to enhancing your company's security, profitability and regulatory compliance. But it’s also important to review your records annually and decide what can stay, and what can be purged. Just be sure to invest in secure, confidential document shredding services to protect your company’s critical information.

Every organization will come to their own conclusion on the timing of document destruction. It’s important to weigh the risk factors and your litigation strategy, and make the right decision on the timing of purging your company’s records.
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Need help with securely destroying your confidential information this year? Let R4 Services help you achieve compliance and reduce costs.
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What Should Your Company Be Shredding?

11/12/2021

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Data breaches and identity theft, once freak occurrences, have become commonplace in today's hyperconnected world. In 2021, the average data breach cost over $4 million. While many businesses have taken additional steps to protect their digital assets and liabilities, the same crucial attention is often forgotten for hard copies.
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By simply placing confidential information in a recycling bin, you don't know who might find it. A single document falling into the wrong hands could spell disaster for your business. Securing and destroying files is critical for protecting your business.

How to Secure Documents

How can you ensure your business is taking the appropriate measures to secure the proper documents and files? A few techniques, such as the following, can ensure the security of your physical documents: 
  • Install alarms. Like any form of insurance, you hope it's never necessary, but in the worst case scenario, it can be the deciding factor in whether your documents remain safe.
  • Label documents clearly. This will help you keep track of your documents and be able to better insure their safety.
  • Regularly audit your files and documents. Double check everything is where it should be, and identify documents that aren't needed anymore.

Finally, shred those documents that are obsolete or irrelevant. Outdated documents are nothing more than liabilities. But which documents are those?

What Documents Your Company Should be Shredding?

Understanding your documents can be major liabilities is the first step in protecting your livelihood, but what's often less clear to business owners is which documents you should be shredding.
Here are a few examples of items that your office should be shredding:
  • Contracts with customer names and addresses
  • Employee agreements with social security numbers
  • Bank statements
  • Check records
  • Payroll records
  • Tax records
  • Credit Card numbers
  • Accounting statements

When Should Your Company be Shredding?

There's no one-size-fits-all answer here, as each business will have different needs: a hospital or medical service provider who sees a large number of clients might need to be shredding documents daily while a lawyer with a small practice might only need to shred documents on a monthly basis.

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The important thing, however, is that you make document destruction a standard operating procedure. Additionally, contracting a National Association of Information Destruction (NAID) certified company to destroy your documents regularly can protect you from some liability, even if documents do end up in the wrong hands.

R4 Services Can Help Protect Your Business

Whether you're a medical service provider, a B2B business, or anything in between, R4 has simple shredding solutions that can take liabilities off your plate. Contact us today to learn more about how we can help your business, or check out our options for document destruction.

Prior to shredding your documents, make certain that you are not required to store and maintain records for a given time period. Consult with R4 Services or your governing entity.
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How Does Document Shredding Work?

7/26/2021

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Document Shredding and How it Works
Document shredding isn't just a great way to clear space -- it helps you stick to a document retention schedule, keeps you compliant with industry regulations and can help you avoid legal hot water. You've finally decided to make room in the office and destroy unneeded records. But some of them have sensitive information attached -- How does document shredding work in regards to sensitive information? R4 offers two types of document destruction: offsite and on-site. It's up to you to decide which best suits your needs.

On-Site
No matter where the destruction takes place, the main takeaway is convenience. R4 will come to you to do one-time large purges. After you sort through your inventory and figure out what you don't need, simply order one of our shred trucks and we'll come to you. You can watch as we confidentially destroy your outdated materials right in your parking lot. It's fast, convenient and eliminates the need for you to travel distances with sensitive information.

Off-Site
There are two ways in which we'll conduct off-site document destruction for you. The first is leave-behind destruction bins. Order one or more (depending on the volume of information you need disposed) and we'll bring it to your facility. It will sit in your office and as you come across materials to shred, simply place them in the bin as if it were a waste basket. Periodically, our representatives will come to your office to collect the bins, securely dispose of their contents, and replace the bin. Think of it as a trash service for your most sensitive documents.

The other way is via wheeled destruction bins. They're perfect for one-time purges of low volume. Simply order them from our website, throw in what you don't need and we'll wheel it off to our warehouse -- worry-free.

After any type of document destruction, we'll issue a certificate of completion after the job is done.

Media Types
Our facilities are equipped to deal with virtually any type of media:
  • Computer tapes
  • Disks
  • Video/audio recordings
  • Microfilm
  • Microfiche
  • X-Rays

So no matter what industry you work in, we can help purge your outdated records. R4 is dedicated to being reliable, resourceful, responsive and reasonable. 

Contact us or call 773-843-3915 today to find out how we can relieve stress and save you time during your company’s move!

Other R4 services include: 
Document Management
​Shredding Services
Office Packing Services
Destruction Services
Hard Drive Destruction
Electronics Recycling
Vault Services
Indexing
Disaster Recovery
Web Access
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R4 Services' Sustainability Report 2020

5/10/2021

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The results are in!

The R4 Services Green Initiative has been very effective this past year. By securely destroying your documents with us, who then recycles the materials, you have made a difference in saving our environment. Thank you for your continued business and your support. Together we can make a difference.

But don't just take our word for it, here are the numbers from 2020!
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Please click on the links below for more information:

  • R4’s Environmental Impact
  • R4’s Sustainability Policy
  • R4’s Procurement and Code of Conduct

To find out more on how to organize important documents at home, contact us at 773-843-3915 or orders@r4services.com
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Why Your Accountants Will Thank You For Hiring a Document Management Service During Tax Season

4/1/2021

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Accounting and Document Management
While document management services benefit every department, no matter the industry, your accountants will undoubtedly be some of the most appreciative. In large part, they’re the ones that have to go through the most paperwork, sifting through financial documents and deciding what can stay and what should go -- especially during tax season. Regardless of company size, if your accounting department runs like a well-oiled machine, so do your finances.

Security - Bye Bye, Key Rings!

Your accountants are responsible for keeping safe the documents with some of the company’s most sensitive financial information. Frivolously tossing bank statements into a locked file cabinet simply won’t cut it in the modern age. With an effective data management system, your documents will be scanned, digitized and catalogued so you can limit personnel access to sensitive information.

Not only does the records management system keep your financial statements safe from theft, it also keeps them safe from catastrophic events. Since all of your documents will be scanned and digitized, a fire, flood, or other natural disaster can’t touch your data.

Organization - Simplify Your Process

When it comes time for audits, it will be far less taxing on your employees. Tax season will be a breeze by ensuring you have all your documents in a central location and that they’re easily, yet securely, accessible. Bookkeeping is simplified as your financial statements, audits, and all relevant documents will be scanned into the records management system, allowing for easy indexing and remote retrieval methods.

Accessibility - Can’t Make it To The Office?

One of the major keys to any successful accounting department’s efficiency is consistent accessibility to the documents they need. They need to constantly retrieve and store files, sometimes remotely. With an effective document management system you can access your data remotely and even limit security clearance for certain files. With digital remote access and a good retention schedule, your company will run at a more efficient pace.

R4 Services is dedicated to handling all of your document management needs in a reliable, secure and resourceful manner. We offer vault, scanning, indexing, management and destruction services to help your company run as efficiently as possible. Give us a call today to find out how we can help you.
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Managing Crucial Documents When Using Office Packing Services

2/10/2021

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Moving? Sift Through Crucial Documents While Packing
Need help moving office documents safely and securely? R4 can help you! We offer office packing services and document management to securely destroy and/or store documents for your business. 

Moving is a good opportunity to go through documents and data that you may have accrued over the years. This may sound overwhelming and stressful, so here are some tips on how to prioritize your sensitive data when moving. 

What Can Stay

Any documents that aren’t frequently renewed or that have to do with your business’ integrity are important to keep:
  • Social security cards
  • Birth certificates
  • Death certificates
  • Marriage license
  • Business license
  • Property records
  • Vehicle titles
  • Passports
  • Wills, living wills and powers of attorney

What Can Go (Eventually)

What can go (eventually): up-to-date versions of the following documents are necessary to keep.
  • Insurance policies
  • Retirement plan documents
  • Social security statements
  • Tax documents (about 7 years)
  • Credit card receipts/statements​

Securely destroy your documents

Once you decide which items are necessary to keep and which items can go, R4 can help! We offer effective and secure on- and off-site destruction and can handle all types of media -- whether it be paper, hard drives or even x-rays. 

For more information on our confidential and secure document destruction services, click here.

Secure storage capabilities/facilities 

For the data/documents you need to keep, R4 can store it for you. If your business is limited on space, we have many secure offsite storage options. There are many benefits to utilizing an offsite storage facility. 
  • Free Up Square Footage: Storing documents offsite in a large warehouse gives you the chance to free up square footage to use for cubicles or conference rooms.
  • Cost-savings: Explore the option of storing documentation offsite, and you'll see the price differences between office space in a highly sought after urban setting and storage fees for a warehouse in an industrial complex.
  • Expand Your Mind: At R4,  we have efficient systems in place to make retrieval of your files quick and easy. This allows you more time to focus on other aspects of your business. 
For more information on our secure storage capabilities and facilities, click here.
Moving can be a hectic and stressful time. By utilizing R4’s services you will be able to focus on other responsibilities within your business and successfully complete your move.

Contact us or call 773-843-3915 today to find out how we can relieve stress and save you time during your company’s move!

Other R4 services include: 
Document Management
​Shredding Services
Office Packing Services
Destruction Services
Hard Drive Destruction
Electronics Recycling
Vault Services
Indexing
Disaster Recovery
Web Access​

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