Blog Archives

What are the 4 Rs in "R4 Services"?

1/19/2018

Since 1993 we've dedicated ourselves to providing top-quality services in every facet of document management. From organization and storage to digitization and destruction, we work hard to maintain the 4 Rs that hold us to a higher standard than the rest -- but what are they?

Reliable
We mean what we say and we say what we mean. When we plan your document management strategy, we'll follow through every single time. When you store your sensitive materials with us, nobody but you (or people you designate) will access them. If you want to destroy your documents, they'll never be seen again. If you want rush delivery, then start the clock because we'll be there within a few hours. Your information is our priority and we're dedicated to providing top-notch services in a timely fashion.

Resourceful
We are a team of industry experts with extensive knowledge and capabilities. We always implement the latest state-of-the-art technologies to ensure your documents' security, accessibility and integrity. When it comes to planning your document management strategy, we'll provide innovative ways of customizing your solutions to increase your efficiency. We'll work with you to control your costs without sacrificing your business' integrity.

Responsive
Accessibility should be our middle name. We are available at any time -- yes, 24 hours a day, 365 days a year. Our secure online web portal allows you to access your documents remotely at any time. Need a delivery or pick-up? Phone it, fax it, or email it. Take your pick.

Reasonable
We're flexible to all of your needs. We'll work with you to find solutions to improving your business' efficiency any way possible. Our many options will fit any budget. Our flexible programs will meet your needs. And you will be guaranteed customer satisfaction.

These 4 Rs are the foundation that hold up our organization, allowing us to deliver to you efficient, excellent service at reasonable prices. Let us help you -- come see what makes us so effective in a variety of industries

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The Importance of Vault Services

1/11/2018

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Security is a major concern for companies these days, whether it's cyber or otherwise. In fact, the Federal Emergency Management Agency (FEMA) estimates that nearly 40% of businesses never reopen their doors after a disaster and only 29% are still in operation two years afterward. It makes you think -- if disaster were to strike your business now, would you have the means to recover? If a flood, fire, espionage or virus were to present themselves, how long do you think it would take to get back up and running? Our comprehensive vault storage plan could be the key to your company's well being by keeping the most sensitive records offsite, secure and accessible. In the event that disaster does strike, your most important files will be safe and easily restored to have you back on track in as little time as possible.

What types of documents am I allowed to store?
The R4 Services state-of-the-art media vault can safely store all types of media including:

Computer tapes
Disks
Video/audio recordings
Microfilm
Microfiche
X-Rays
Paintings
Archival documents
Books
Photography
Business-critical documents such as disaster recovery plans

How can you guarantee my materials are safe?
R4 Services takes every precaution when it comes to handling your sensitive materials. We're dedicated to every aspect of document management and, as such, do everything to maintain your files' integrity. We provide protection via:

Adherence to the strict fire resistant construction standards of the American National Standards Institute (ANSI) and the National Fire Protection Association (NFPA)
Fire protection with FM-200 fire suppression system
Controlled access and monitored video surveillance
Bar coding provides accurate retrieval, filing and tracking capabilities or 100% accountability
Controlled climate - temperature and humidity controlled, ensuring long-term preservation of your media
Independent HVAC system supported by backup generator

You can also customize your own retention schedule and rotate your backup tapes on a daily, weekly or monthly basis. Rest easy knowing that you're getting the highest level of security and protection from a team of professionals that also understands the importance of speedy retrieval and inventory management. We take your document management needs seriously and will help you through every step of the process. Feel free to browse our many services and get in touch to start securing your future.

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8 Reasons Your Company Needs Scanning Services

1/4/2018

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These days a lot of companies prefer digitizing their records to increase efficiency. Businesses are expected to run as smoothly as possible, cutting fat wherever they can and spending less time on small tasks. One of the best ways to unlocking your business' full potential is to utilize scanning and imaging services. There are many benefits to doing this and the best part is that you don't need to purchase expensive, fancy equipment -- we'll do it for you. There's no need to cause a hiatus in your busy work schedule. Here are 8 great reasons you should consider scanning services:

Digitizing your documents will free up valuable real estate within the office. Empty out the boxes of files from that corner office and put it to better use!
Access your documents from anywhere at any time. If you're on the road, on a job site or working from home, you can access all the files you need via web browser at any trusted computer.
It's secure. Set up custom security protocols with each individual document, from IP address limitations to time limitations. Customer files are backed up nightly and are monitored 24/7 by a Network Operations Center.
Sensitive info is safe from disaster. Natural or otherwise, if the worst should happen to your office, you can rest easy knowing that your digitized documents are safe and off-site, minimizing the time it takes to get back up and running.
Create custom search and viewing options. No more sifting through piles of paper to find what you need! Just type in the appropriate keywords and go. You can also add notes, flags and reminders to documents before printing them.
Use the direct email and fax capabilities. Send documents directly to recipients within the digital database to save time and effort.
Simultaneous access is possible for multiple users. Do multiple people need to read through the same files? They can all have digital access at the same time, saving money in printing and copying costs.
Lastly, it's fully HIPAA compliant.

Not every document needs to be digitized. If you are not going to utilize it, there is no point in scanning it into the system. Archival paperwork is better left in its original hardcopy form until it is time to destroy it. We offer storage and destruction services as well, covering all bases of your document management needs.

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Solutions for ALL Businesses

What are the 4 Rs in "R4 Services"?

The Importance of Vault Services

8 Reasons Your Company Needs Scanning Services

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